About this role
Job summary
We are seeking a motivated and compassionate Patient Liaision Support / Secretaryto join our growing service. The post-holder will work remotely /hybrid to support the Operations team and work closely with the Co-founders.
Main duties of the job
The Clinic Administrator plays a vital frontline role in ensuring the smooth and efficient running of the clinic. This position is often the first point of contact for patients, families, clinicians, and external stakeholders. The post-holder will provide high-quality administrative and customer service support, ensuring all patient interactions are handled with professionalism, empathy, and confidentiality.
About us
Atrom Mindcare isa progressive private psychiatric clinic providing high-quality, patient-centred mental health care. Our services include private adult and childrens mental health services, as well as NHS-commissioned work, including ADHD/ASD assessments and treatment pathways. We are committed to clinical excellence, timely access to care, and an exceptional patient experience.
Job description Job responsibilities
Patient & Service Support
Act as a first point of contact for patients via telephone and email. Manage appointment bookings, cancellations, and rescheduling. Respond to patient enquiries promptly and professionally. Support patients through their care pathway with clear, compassionate communication. Administrative & Operational Duties
Maintain accurate and up-to-date patient records in line with data protection requirements. Process referrals, registrations, and onboarding documentation. Prepare and distribute clinic correspondence, reports, and appointment confirmations. Support clinicians with administrative tasks to ensure clinics run efficiently. Clinical Coordination
Liaise with clinicians regarding schedules, availability, and clinic changes. Ensure clinicians have required documentation prior to appointments. Track clinical activity and escalate issues that may impact service delivery. Compliance & Governance
Adhere to confidentiality, GDPR, and clinical governance standards. Support audit processes and quality assurance activities as required. Follow clinic policies, procedures, and safeguarding protocols. Financial & Practice Support (as applicable)
Process invoices, payments, and receipts. Manage private patient billing queries. Support insurance or third-party payment processes where relevant. Team & Communication
Work collaboratively with the administrative team, clinicians, and management. Escalate concerns or service issues appropriately. Contribute to continuous service improvement.
Person Specification
Qualifications Essential
- Previous administrative experience, ideally within healthcare or a client-facing role. - Excellent communication skills, both written and verbal. - Strong organisational and time-management skills. High level of professionalism, discretion, and empathy. - Competent IT skills (email, calendars, databases, Microsoft Office or similar). Ability to manage sensitive and confidential information.
Desirable
- Experience working in a mental health or psychiatric setting. - Knowledge of private healthcare or NHS pathways. - Familiarity with electronic patient record systems. - Experience handling payments or invoicing.
Key Attributes Essential
- Patient-focused and compassionate - Highly organised and detail-oriented - Calm and confident under pressure - Reliable and adaptable Professional and approachable
Desirable
- Basic IT skills - Excel and patient management systems
Experience Essential
- Experience working in a mental health or psychiatric setting. - Knowledge of private healthcare or NHS pathways. - Familiarity with electronic patient record systems. - Experience handling payments or invoicing
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.
Employer details Employer name Atrom Mindcare Limited
Address 572-574 Romford Road
Newham
London
E12 5AF
Employer's website https://www.atrommindcare.com/ (Opens in a new tab)