Clinic Coordinator

**About us**

The Institute for Optimum Nutrition (ION) is the UK’s longest established and most respected higher education institution and thought-leader in nutritional therapy and lifestyle sciences.

Overview:
This a permanent, full-time position within a busy corporate services team and a great opportunity for an individual to play a key role in providing a professional, efficient and effective service which is integral to all aspects of the institute operations. You will be responsible for providing administrative support and ensuring the smooth functioning of various operational tasks within the organisation, mainly the training clinic. Taking initiative to identify, propose, and implement efficiencies will be a key strength. You will be instrumental in streamlining clinic operations and ensuring a positive experience for students, clients, supervisors and staff. You will act as first point of contact with people from both inside and outside the organisation, providing an efficient and effective front desk and general administration service for all departments and teams.

**Context**

1. The post-holder reports to the Head of Corporate Services

2. The post-holder is a member of the of the Corporate Services Department

3. The post-holder will work with the academic team to provide efficient and effective administration services for the training clinic

4. The post-holder is responsible for training clinic, general administration, facilities and reception management in collaboration with the other Corporate Services Administration Officer.

**Main duties**

You are responsible for ensuring:
1. Training clinics are scheduled efficiently, effectively and run smoothly for students, clients and clinic supervisors.

2. ION facilities are operational and comply with Health and Safety regulations.

3. Reception is appropriately maintained, staffed and provides a welcoming environment for guests and callers.

4. The general administration, facilities and reception are delivered in collaboration with the Corporate Services Administration Officer and meet organisation requirements.

**Training Clinic Duties**:
1. Liaise with clinic supervisors, students and clients as necessary

2. Schedule training clinic appointments

3. Co-ordinate training clinic activities and ensuring the smooth running of Training Clinic days

4. Collaborate with the Corporate Services Administration Officer to handle enquiries and bookings for the Training Clinic

5. Manage confidential client information, book laboratory tests and manage clinic records in accordance with clinical governance guidelines

6. Work collaboratively with the Corporate Services Administration Officer to process preconsultation client paperwork

7. Work collaboratively with Academic staff (principally Clinical Practice 2 Lecturer, Module Coordinator) to ensure student competencies are on track to being met and raise concerns of students that require additional support to succeed in the clinic practice module.

8. Collaborate with the Corporate Services Administration Officer to prepare the documentation for the annual training clinic audit

9. Reschedule training clinic consultations for students where required

10. Schedule observation times for students to observe peers in training clinic

12. Process GP letters, ensuring a copy is supplied to clients GP’s (if consent has been obtained) as well as the client

13. Monitor the training clinic schedule to notify clinic supervisors of amendments to their working dates

14. Ratify clinic supervisor invoices against training clinic schedules for the accounts department

15. Induct general administrators, reception staff and clinic supervisors to the clinic systems and procedures.

16. Step in seamlessly to fulfil the responsibilities of the Corporate Services Administration Officer during their scheduled periods of absence, ensuring continuity and smooth operation of administrative functions

**Office Duties**

1. To meet and greet all guests, tutors, students, suppliers, contractors and other visitors to the premises.

2. To respond promptly to all external calls and enquiries in a friendly, professional and courteous manner and to transfer calls to the relevant person/department.

3. To prepare clinic rooms and conference rooms as required and ensure a presentable, welcoming and safe environment is maintained at all times.

4. To process student tuition payments and keep track of all payments for accounts.

5. To induct new general administrators and reception staff into their role.

6. To ensure all equipment (such as weighing machine, iPads etc) is available and in good working order, arranging regular servicing as appropriate.

7. To provide administrative and organisational support including running the registration desk for events such as open days, induction days and workshops, and where necessary arranging catering and refreshments.

8. To maintain relevant databases of contacts and information in an a