About this role
Job summary
We are excited to be expanding our administration team at Montrose Health Group. We are seeking highly motivated and experienced admin to support a busy linic.
Main duties of the job Job Purpose
To provide efficient administrative support to the ADHD and Autism service, ensuring smooth day-to-day operation of the clinic. The postholder will support patient bookings, communication, record management, and general office processes to maintain a high-quality service that meets regulatory and organisational standards.
About us
About Us Montrose Health Group Ltd
Montrose Health Group Ltd is a CQC-regulated specialist provider of addictions and neurodevelopmental services based in Sheffield, South Yorkshire. We deliver high-quality, person-centred care, combining clinical excellence with compassion and innovation.
Our addiction services operate within bespoke residential settings in the Peak District, providing a safe, therapeutic environment for individuals with substance misuse and co-occurring mental health needs. We offer tailored, multidisciplinary care pathways focused on long-term recovery and wellbeing.
Our ADHD and Autism service provides assessments, diagnosis, prescribing, and post-diagnostic support for children aged 6+ and adults. We work in line with national guidance, ensuring timely, safe, and effective care delivered by experienced clinicians.
As a CQC-regulated provider, we prioritise quality, safety, and continuous improvement through strong clinical governance and safeguarding practices.
Our core valuesintegrity, openness, and honestyunderpin a positive, inclusive culture where staff feel valued and supported. We are committed to developing our people, promoting wellbeing, and delivering outstanding care.
Job description Job responsibilities Main Duties and Responsibilities
Act as the first point of contact for patients, families, professionals, and external agencies by telephone, email, and online enquiries.
Manage appointment bookings, cancellations, and rescheduling for assessments, follow-up reviews, and clinical meetings.
Maintain accurate patient records on electronic clinical systems, ensuring confidentiality and data protection requirements are met.
Prepare and send clinic letters, reports, forms, and appointment confirmations.
Support clinicians by ensuring assessment documentation is available and uploaded prior to appointments.
Process referrals received through NHS, Right to Choose, self-funding, and private pathways.
Monitor shared inboxes and ensure enquiries are responded to promptly and appropriately.
Liaise with GP practices, integrated care boards, pharmacies, and partner agencies regarding prescriptions, shared care, and patient administration matters.
Assist with tracking waiting lists and ensuring patients are updated on referral progress.
Support prescription administration processes, including sending requests to prescribers and recording issue dates.
Maintain filing systems for both digital and paper records where required.
Produce routine reports, spreadsheets, and administrative data for service monitoring.
Support compliance with CQC standards, safeguarding procedures, information governance, and internal policies.
Participate in team meetings, supervision, and training as required.
Carry out general office duties including document preparation, stock monitoring, and maintaining administrative systems.
Responsibilities
Ensure all administration tasks are completed accurately and within agreed timescales.
Maintain confidentiality in line with GDPR and clinical governance requirements.
Work collaboratively with clinical and non-clinical colleagues.
Escalate urgent concerns, safeguarding issues, or operational risks to senior staff promptly.
Contribute to a positive patient experience by providing professional and compassionate communication.
Person Specification
Additional Information Essential
Additional Information This role is subject to: Enhanced DBS check Satisfactory references Compliance with safeguarding training Adherence to all clinic policies and procedures
Qualifications Essential
Essential Qualifications GCSEs (or equivalent), including English and Maths Business administration qualification or equivalent experience Essential Experience Previous administrative experience in a healthcare, social care, or regulated environment Experience using Microsoft Office systems including Word, Outlook, and Excel Experience handling confidential records and sensitive information Experience managing appointments or scheduling systems Essential Skills Strong organisational skills Excellent verbal and written communication Ability to manage competing priorities Good attention to detail Professional and empathetic manner Ability to work independently and as part of a team
Desirable
Desirable Experience Experience in mental health, neurodevelopmental, or outpatient services Knowledge of CQC-regulated services Experience of Right to Choose pathways Experience using clinical systems such as Semble, EMIS, SystmOne, or similar
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 Montrose Health Group Ltd
Address 370 Omega Court
Cemetery Road
Sheffield
South Yorks
S118FT