Clinical Admin Coordinator

About Us
Newson Health Limited is a CQC-registered menopause and wellbeing centre established in 2018, dedicated to the care of perimenopausal and menopausal women, as well as women with PMS and PMDD.

Our Vision
Improving the health, wellbeing, and lives of all women

Our Mission
We listen, educate, empower, and enable women to have choice and control over their wellbeing. Our approach is inclusive, innovative, and evidence-based, using the latest research and clinical expertise to deliver personalised care.

Position:

Role Overview
We are seeking an empathetic and skilled Clinical Admin Coordinator to join our team.

This pivotal role ensures a seamless and positive patient experience while providing essential administrative support to clinicians. You will be the first point of contact for patients and play a key role in the smooth running of the clinic.

Key Responsibilities

• Schedule and manage appointments for patients with clinicians.
• Prepare and send patient letters following consultations.
• Manage invoicing and process payments for appointments, prescriptions, and blood tests.
• Serve as the primary contact for patient queries and aftercare needs via phone, email, and webchat.
• Maintain clinician diaries and manage patient requests to reschedule or cancel appointments.
• Manage and maintain clinical file systems and patient records, including registrations and data updates.
• Process medical reports, subject access requests, and clinical correspondence.
• Ensure all patient information and clinical records are managed in accordance with data protection regulations (GDPR) and the organisation's confidentiality policies.
• Assist with notes digitisation and other online services for efficient record-keeping.
• Handle generic practice emails, referral intake, and pathology allocation as required.
• Support recall management (e.g., Quality and Outcomes Framework and Enhanced Services).
• Maintain waiting lists and ensure patients, clinicians, and referrers are informed of changes.
• Attend team meetings to review new patient referrals and help schedule appointments, ensuring clinicians' workloads are coordinated efficiently.
• Support the wider administrative team and undertake additional duties within the scope of the role.

The above list of responsibilities is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

Requirements:

Qualities of a Great Candidate

• Excellent written and verbal communication skills with a friendly, professional, and empathetic manner.
• Strong spoken and written English.
• Proficiency with IT systems and willingness to learn new software.
• Strong organizational and time management abilities.
• Ability to work effectively independently and as part of a team.
• Initiative and problem-solving skills to manage a variety of administrative tasks.
• Strong organizational and time management skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and general IT systems.
• Ability to multitask and manage competing priorities.
• Attention to detail with a high level of accuracy.
• Professional, approachable and adaptable in a dynamic environment.
• An excellent phone manner.
• Previous experience in an administrative role (preferred but not essential).
• A good team player – happy to jump in and support others when required.

Other information:

Job Type
Permanent, Full-Time.

Location
Working on a hybrid-basis, hours are to be performed at our office in the centre of Stratford-upon-Avon with the option to work remotely up to two days a week following a successful probationary period.

Schedule
37.5 hours per week to be performed Monday to Friday between the hours of 09:00 to 17:00 with a 30-minute unpaid break for lunch

Salary
£25,464.08 per annum

Benefits
In addition to a competitive salary, we offer a wide range of benefits including:

• Employee assistance program.
• Retail discounts and cashback portal.
• 25 days leave plus bank holidays (prorated).
• Eye test vouchers.
• Free access to our balance+ app.

After qualifying period:

• Discounted appointments.
• 6% employer pension contribution.
• £750 benefit pot (Private Medical Insurance, Health Care Cash Plan, Gym Memberships, Technology Vouchers, Dental Insurance).
• Enhanced family leave including study leave, foster care leave, and enhanced maternity/paternity pay.

Close Date
Friday 31st October We reserve the right to close this advertisement early if a high volume of suitable applications are received.