Family and Administration Support Co-OrdinatorNHS

Woodford Green, IG8 9LB Permanent £26,936

Posted 13 August 2026 Closing date 4 September 2026

Highams Park Rail Station (0.7 miles away) Park View Road (N17) (3.7 miles away)

Job summary

Haven House Childrens Hospice supports babies, children and young people with life-limiting and life-threatening conditions, and the families who care for them. We provide specialist care, emotional support and practical help, always focused on compassion, dignity and respect.

Our Family Administration Support Team (FAST) plays a vital role in ensuring families can access the right support at the right time.

This is an opportunity to be part of a supportive, values-driven organisation where your work genuinely makes a difference. You will play a key role in helping families access care and support during some of the most difficult times in their lives, while being part of a friendly and dedicated team.

Main duties of the job

We are looking for an organised, compassionate and proactive Family & Administration Support Co-ordinator to join our Care directorate. This role is often the first point of contact for families, making it ideal for someone who combines strong administrative skills with empathy, professionalism and confidence communicating with people during challenging times.

You will provide high-quality administrative and data support to the Care team, help coordinate bookings and referrals, and ensure information is recorded accurately across our systems. You will also work closely with families and professionals to ensure enquiries are triaged effectively and support is timely.

Acting as a first point of contact for families and professionals, triaging enquiries and ensuring they are passed to the right team promptly.
Coordinating in-house and community bookings and maintaining accurate records on the Care Database.
Liaising with families to provide information, reassurance and signposting to relevant services.
Attending weekly multidisciplinary panel meetings and ensuring referrals are acknowledged and actioned.
Supporting coordination of the Pharmacy Clinic alongside the Pharmacy Technician (including one Saturday morning per quarter).
Providing day-to-day administrative support to the Care team, including minute taking and project work.

Job description

The Family Administration Support Team (FAST) provides day to day administration to the Care directorate. FAST acts as the first point of contact for families, ensuring smooth access to services as well as offering advice to families that are caring for a child with a life limiting or life-threatening condition to help address their individual needs.

The post holder will provide efficient and effective administrative support to the Care directorate and will support the provision of data for the organisation.

The Family Administration Support Co-ordinator will be responsible for working with all Care administrative systems within the hospice to support both Care staff and families.

KEY RESPONSIBILITIES

To be responsible for triaging enquiries to the teams, ensuring they are

forwarded to the correct person and those enquiries are acted upon.

To make In-house and Community bookings for families and ensure the appropriate data entry into The Care Database system.
Ensure all changes and amendments to The Care Database are actioned in a timely manner and troubleshoot any problems.
To liaise with parents/carers and professionals when required.
To communicate with families, provide support and signpost them to relevant resources.
To attend weekly multi-disciplinary panel meetings and ensure that referrals are acknowledged and actioned.
To assist in coordinating the Pharmacy Clinic for families alongside the Pharmacy Technician. This will include working one Saturday per quarter, in the mornings only.
To provide day to day general administrative team support.
To provide wider support to the Senior Care team e.g., minute taking.
To carry out project work as and when required.
To support and provide data for reports using The Care Database.
Support service volunteers.

General Requirements

To safeguard all children and young people accessing services by responding to concerns raised in a timely and appropriate manner and effectively escalating them in accordance with Haven House policy and procedures.
To maintain confidentiality in all areas of work at Haven House.
To actively support and promote Haven House policies.
To take responsibility for your continuing professional development.
To co-operate with all staff in maintaining harmonious inter-personal relationships, internally and externally.
To attend staff meetings and training as required.
To ensure the respect, dignity and rights to privacy of children, young people and their families are respected as far as possible.
To participate in supervision sessions and appraisals with your line manager.
To be aware of Haven House policies and procedures and to adhere to these.
To actively assist in education and training initiatives.

This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual performance process.

Haven House is committed to Equal Opportunities in Employment and therefore it is our aim to ensure that no applicant or employee receives less favourable treatment on grounds of gender, disability, religion, race, colour, sexual orientation, and nationality, ethnic or national origins or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable.

Haven House is responsible under the existing equality and diversity legislation to ensure equality issues are promoted and you are expected to work with Haven House to fulfil these obligations, policies and codes of good practice.

Employees must take reasonable care and be aware of the responsibilities placed on them under the Health & Safety at Work Act (1974) and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.

Haven House is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment. Employment is subject to receipt of satisfactory references and an enhanced DBS check.

About us

Benefits

As an employee you will be entitled to the following range of benefits:

27 days' annual leave
Pension scheme (company matches contribution up to 7%)
Free onsite parking
Employee Assistance Programme
Eye care voucher scheme
Cycle to work scheme
Interest free season ticket loan
Blue Light Card discount scheme
Life Cover at 2x salary

To apply for the role, please download the application and job description and return to [email protected]

Haven House reserves the right to commence the recruitment process before the closing date.

Closing date Friday 4 September 2026

Interviews week commencing 14 September 2026

Please note: We are only able to accept applications from applicants who have right to work in the UK and do not offer sponsorships

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