Clinical Team Administrator (Remote)

Job description

Job responsibilities

Job Summary

We are looking for a motivated and well-organised Clinical Team Administrator to provide comprehensive administrative support to our clinical team. This is a key role within the organisation, ensuring the smooth coordination of patient care and the efficient running of clinical operations. The post holder will act as a point of contact for patients, clinicians, and external stakeholders, delivering a professional and compassionate service at all times.

Main Duties and Responsibilities

Patient Communication and Support

Answering incoming telephone calls from patients, carers, healthcare professionals, and other stakeholders, providing accurate information and signposting as appropriate. Responding to patient enquiries received via email in a timely, professional, and empathetic manner. Managing patient expectations regarding waiting times, appointments, and the care pathway. Escalating clinical concerns or safeguarding issues to the appropriate clinician or manager without delay.

Appointment Scheduling and Coordination

Scheduling, rescheduling, and cancelling clinical appointments in accordance with service requirements. Coordinating clinician diaries to ensure optimal use of available clinic capacity. Sending appointment confirmations, reminders, and follow-up correspondence to patients. Monitoring appointment attendance and following up on non-attendance in line with the organisation's Did Not Attend policy.

File Processing and Record Management

Processing referrals, clinical correspondence, and patient documentation accurately and in a timely manner. Maintaining and updating electronic patient records, ensuring all information is complete, accurate, and recorded in line with data protection legislation. Supporting the preparation of clinical reports, letters, and other documentation as required by the clinical team. Managing the secure transfer of patient information between Innovate ADHD and NHS partners, ensuring compliance with information governance policies.

General Administrative Support

Providing day-to-day administrative support to the clinical team, including consultants, nurse prescribers, and psychologists. Assisting with the coordination of multidisciplinary team meetings and clinical governance activities. Supporting the onboarding of new clinical staff by preparing documentation and system access as required. Maintaining accurate records of clinical team leave, availability, and scheduling preferences. Undertaking any other reasonable administrative duties as directed by the line manager to support the effective delivery of services.

Quality and Compliance

Adhering to all organisational policies and procedures, including those relating to confidentiality, data protection, safeguarding, and health and safety. Supporting internal and external audit processes by maintaining accurate and accessible records. Contributing to the continuous improvement of administrative processes and patient experience. Reporting incidents, complaints, and near misses through the appropriate organisational channels.

Person Specification

Essential

Previous experience in an administrative role, preferably within a healthcare or clinical setting. Excellent verbal and written communication skills. Strong organisational and time management skills with the ability to prioritise a varied workload. Proficiency in using IT systems including Microsoft Office, email, and electronic record systems. Ability to handle sensitive and confidential information with discretion and professionalism. A compassionate and patient-centred approach to communication. Ability to work independently and as part of a remote team.

Desirable

Experience working within the NHS or with NHS-commissioned services. Familiarity with electronic patient record systems or clinical booking systems. Understanding of ADHD and neurodevelopmental conditions. Experience of working in a remote or home-based role. NVQ Level 3 in Business Administration or equivalent qualification.

What We Offer

A fully remote working arrangement with flexible working options. The opportunity to be part of a growing and purpose-driven healthcare organisation. A supportive team environment with regular supervision and development opportunities. The chance to make a meaningful difference to the lives of people living with ADHD

Person Specification

Experience

Essential

• Previous experience in an administrative role, preferably within a healthcare or clinical setting. Excellent verbal and written communication skills. Strong organisational and time management skills with the ability to prioritise a varied workload.
• Proficiency in using IT systems including Microsoft Office, email, and electronic record systems. Ability to handle sensitive and confidential information with discretion and professionalism. A compassionate and patient-centred approach to communication. Ability to work independently and as part of a remote team.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Innovate ADHD Ltd

Address

1 Mark Square

London

EC2A4EG

Employer's website

https://innovateadhd.com (Opens in a new tab)