Medical Administrator
Job Summary
We are seeking a confident, detail-oriented administrator to be a core member of our team, heavily involved in the daily operations of our private mental health clinic. The successful candidate will play a crucial role in ensuring the smooth functioning of our various patient pathways: ADHD Assessments, ADHD Medication and Therapy, having contact with patients via email, telephone calls, supporting staff in the clinical rooms and UK wide via Teams. They will be part of a close knit admin team, working directly with the Practice Supervisor and Clinical Director, and support our Patient Care Coordinator.
Hours will be Monday, Tuesday, Thursday daytimes 9 to 5pm (with flexibility to start times), with hours likely to increase if required. The candidate will also be required, on occasion to provide cover for other staff when they are away (additional days).
This is a fixed-purpose contract for an initial period of 18 months, created to support the rapid growth of our NHS and private healthcare services. This role covers the growing additional work needs, plus maternity cover. As our organisation continues to expand through out the UK our intention is for this role to transition into a permanent position, subject to ongoing business requirements and performance
This position requires proficiency in following detailed processes from start to finish, with excellent attention to detail, good memory and professional written and oral communication skills. There needs to be an ability to learn IT software and follow our company admin procedures, while fostering a welcoming environment for both staff and patients, as the candidate will be based in clinic.
Ideally the candidate will have worked in a similar environment and be excellent at following processes.
The candidate will, at times, be in clinic when it is quiet, so will be comfortable working alone (the other admin team work remotely and are available for support). Our clinic is a calm environment as we provide therapy in the six clinical rooms that are ongoing while the candidate is situated in the main reception welcoming clients and working through our online enquiries.
Responsibilities
The candidate will be involved in day-to-day administrative operations of the clinic, ensuring efficient workflow of patients on each pathway, actioning multiple steps of patient contact, mostly via email and following clear guidelines for each process
- Maintain accurate patient records and ensure compliance with data protection regulations
- Handle incoming calls and emails efficiently and with professionalism
- Assist with scheduling appointments, taking payments and managing the clinic's calendar.
- Utilising the companies IT software to manage patient information data entry, sending emails, updating trackers
- Growing in responsibility over time to carry oversight for one or more pathways for the clinic, and taking responsibility for patients to be managed accurately through each step until discharge.
- Support clinical staff with changing appointments, sending emails.
- (writing dictated clinical letters will not be part of this role)
- Possible proof reading of final reports
Requirements
- Experience in an administrative role, in a setting requiring a high level of accuracy, and processes to follow.
- Good organisational skills with the ability to manage multiple tasks simultaneously and switching between tasks as the urgency arises.
- Strong memory and ability to follow detailed procedures for each patient situation
- Excellent data entry skills with exceptional attention to detail.
- Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.
- Effective communication skills, both written and verbal.
- Confident phone manner
- Ability to work swiftly with fast paced admin requirements
- A proactive approach to problem-solving with confidence to use initiative and think on the job when faced with unusual situations.
- Holds a clear DBS check.
- Willing to undertake required CPD modules of remote learning.
Location
We are based in Barnard’s Green Malvern. The role is available as a 22.5 - 30 hours a week, on Mondays, Wednesdays and Fridays, 9 to 5pm (with some flexibility to start times).
Essential Qualifications
- Educated to GCSE level or equivalent - Essential
- GCSE Mathematics & English (C or above) - Essential
- A’ levels – Desirable
- Degree – Desirable
Essential Experience
- Experience of working with the general public
- Ideal is experience of administrative in a medical or mental health environment
Skills
- Good interpersonal skills - ability to quickly write efficient & accurate emails
- Problem solving & analytical skills when clients ask questions
- Ability to follow policy and procedure (essential as this is a process driven role)
- Excellent communication skills (written and oral)
- Clear, polite and confident telephone manner
- Competent in the use of Office and Outlook and ability to learn our software
- Use of medical software -Desirable
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously - keeping close contact during remote working hours using Teams video calls
- Comfortable working in the clinical rooms , sometimes alone at the reception desk when therapists are in sessions
Personal Qualities
- High levels of accuracy and follow detailed set processes
- Polite and confident
- Flexible and cooperative
- Motivated and forward thinker
- Ability to work confidently and timely on fast paced admin queries
- High levels of integrity and loyalty
- Calm and able to handle long list of email enquiries to work through
- Happy to undertake (some) repetitive work, although there can also be lots of variation in patient requests which can take many months to learn and understand the whole system and processes within our service.
Other requirements
- Clear Disclosure Barring Service (DBS) check
- Evidence of Qualifications & Reference Check
- Mandatory training
This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.
The candidate would be a core member of the whole service, working closely with other admin and therapists.
This wage is pro rata based on full time equivalent of £27,826.50 based on 37.5 hours a week.
Should we receive a high number of applicants this advert will close early. If you are interested we urge you to apply asap. Please only apply if you meet the above criteria.
Pay: £27,826.50 per year
Benefits:
- Company pension
- Flexitime
- Sick pay
Education:
- GCSE or equivalent (required)
Experience:
- medical/ mental health administrator: 1 year (required)
Work Location: In person
