The Iron Clinic is looking to work with a Clinic Coordinator on a self-employed basis. The salary expectation is £30,000 (dependent on experience) and will be based predominantly on-site at our Rickmansworth HQ. For the full job description / person specification, email [email protected]. This advertising period is anticipated to close on 12 June however may close sooner if a sufficient number of suitable candidates apply.
Company Description
The Iron Clinic was established in 2015 and remains the only CQC professional provider dedicated to iron infusions in the UK. The team of seven specialist doctors manage all problems related to iron deficiency with world leading expertise. We have an established network of national and international colleagues for collaboration, management and referrals.
We manage about 2000 patients p.a. with new clinics opening across the UK in 2026. We are proud to deliver the highest standards of care and aim to create an environment where the client feels reassured, confident and informed during the whole experience.
Role Description
This is an on-site full-time role for a Clinic Coordinator / Lead Administrator based in Rickmansworth. Due to our expansion and organisational growth, we are looking for an experienced administrative professional with an interest in service management / coordination.
The successful candidate will be flexibly based at our Rickmansworth office, coordinating clinics across the UK, providing support to the administrative team and playing a role in business development projects. There will be travel between sites and therefore variable hours as well as the opportunity to work from home.
This is an opportunity for someone wishing to grow from talented administrator to CQC registered manager within a service dedicated to clinical excellence and positive patient experience.
KEY RESPONSIBILITIES:
- Be ardently patient focused, ensuring that patient quality and care is at the forefront of their decision making
- Be responsible for the enabling the delivery of high quality and efficient administrative services for the Iron Clinic
- Provide day-to-day support to the admin team (comprising of administrative assistants and interns).
- Be accountable for the operational performance of clinics ensuring consultations and infusion clinics are optimally utilised.
- Support the clinic manager and company director with business development projects as required
- Ensuring rotas are developed, maintained and filled across medical, nursing/ODP and administrative staffing
- Working with clinical colleagues to ensure that effective policies and procedures are in place and updated in line with regulations.
Patient Journey Coordination: ensuring smooth patient flow, warm customer service, and efficient operations
- Working alongside administrative colleagues providing email and telephone support to patients with queries regarding Iron deficiency (as per call/email management SOPs) using empathy and emotional intelligence to ensure patients feel supported.
- Supporting patients to make bookings for consultations and infusions using the Semble platform.
- Signposting patients to insurance information where required to facilitate their access to our service
- Perform general administrative tasks such as filing, scanning and office supply ordering
Clinic Management: coordinating schedules, room utilisation, clinic logistics, and day-to-day workflow.
- Liaising with clinic locations to plan service operation dates including booking of clinic rooms and processing payment.
- Ensuring clinic locations and local administrative teams have clinic lists and staff team confirmation in advance of the clinic date.
- Stock management: ensuring clinic locations have a robust stock management system in place with a central stock record. Liaising with the company director to order consumables when required ensuring stock levels do not fall below minimum required levels.
- Support the management of policies and protocols to ensure all staff clinical and non-clinical have access to up to date guidance to facilitate their role. Carry out regular audits to measure performance and feedback to the Clinical Director as appropriate.
- Support the resolution of any complaints, escalating to the clinic manager where required.
Finance and Business Planning:
- Verifying insurance information and liaising with insurers for payment following treatments completed.
- Invoice management for satellite clinics, ensuring all invoices are paid within the required time period.
- Facilitating payroll processes alongside the clinic manager and company director.
- Supporting the exploration of new clinic sites such as researching locations and visiting sites with the management team.
- Supporting the manager in organising and monitoring the HR matrix – ensuring staff working within the clinic remain complaint and safe to practice.
- Spot inefficiencies, themes or enhancement opportunities within the clinic through reviewing KPIs and completing small audits and liaise with the management team to develop and implement initiatives and improvements.
Who are we looking for?
- Someone with administrative experience and training (degree-level management knowledge or a health-related qualification is desirable)
- Someone with experience of working in a coordinating role within a health organisation; either in a front-facing reception or back office role (experience of using Semble is desirable)
- Someone comfortable with working to deadlines within a customer orientated service where patients are often complex and vulnerable
- Someone with an understanding of office processes including invoicing, scheduling and booking (knowledge of CQC regulations/standards and stock management systems is desirable)
- Someone able to work as part of a team, but also able to work independently
- Someone who is willing and able to travel between clinic sites
Pay: £30,000.00 per year
Ability to commute/relocate:
- Rickmansworth, Hertfordshire: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- Do you have extensive experience within an administrative / service coordinator role within the health sector either in reception or back office settings?
- Are you willing and able to travel across clinic sites where required?
Work Location: In person
