Are you an organised and proactive administrator looking to make a real difference in healthcare? We are seeking a Clinical Team Administrator to join our growing team at Innovate ADHD, specialist provider of ADHD assessment and treatment services.

This is a fully remote role, offering you the flexibility to work from home while playing a vital part in supporting our clinical team and ensuring our patients receive a seamless, high-quality experience. You will be the first point of contact for many of our patients, helping to coordinate their care journey from referral through to treatment.

If you thrive in a fast-paced environment, have excellent communication skills, and are passionate about supporting people with ADHD, we would love to hear from you.

Main duties of the job

• Answering incoming telephone calls from patients, healthcare professionals, and other stakeholders, providing helpful and compassionate support.
• Responding to patient emails in a timely and professional manner. Scheduling and managing clinical appointments across our team of specialists.
• Processing clinical files, referrals, and patient documentation accurately and efficiently.
• Maintaining and updating patient records in line with data protection and confidentiality requirements.
• Supporting the clinical team with general administrative tasks to ensure the smooth running of day-to-day operations.
• Liaising with NHS partners and external organisations as required.

About us

Innovate ADHD is a CQC-registered healthcare provider specialising in ADHD assessment and treatment services for adults. We operate a digital-first hybrid model, offering both remote and face-to-face consultations to patients across England.

We deliver timely and high-quality NHS ADHD services. Our mission is to reduce waiting times and improve access to specialist ADHD care for the thousands of patients who need it.

As a growing organisation, we offer a supportive and collaborative working environment where every team member plays an important role. We value professionalism, compassion, and innovation, and we are committed to investing in our staff through training and development opportunities. If you are looking for a role where your contribution is truly valued and where you can grow alongside a dedicated team, Innovate ADHD is the place for you.

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

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.

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

• 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.