About this role
Job summary
We are looking for a highly organised and proactive part time ADHD Support Administrator to join our friendly and growing team at DGS Health.
The working pattern for this role is 5 hours per day, working Monday, Thursday and Friday.
The ADHD Support Administrator is responsible for coordinating the administrative functions of the Adult ADHD Assessment, Diagnosis and Treatment Service, ensuring patients progress safely and efficiently through the diagnostic and treatment pathway.
The postholder will provide high-quality administrative, operational and governance support to the Consultant Psychiatrist, multidisciplinary team and Operational management.
Main duties of the job
The postholder will provide comprehensive administrative and coordination support to ensure the smooth and effective delivery of the ADHD service. They will help maintain an organised and responsive patient pathway, ensuring information is accurate, records are up to date and appointments and clinical activities are coordinated effectively.
The role requires regular communication with patients and healthcare professionals, providing a professional and supportive point of contact. The postholder will work closely with clinical colleagues and the wider service team to support continuity of care, identify administrative issues and ensure queries or concerns are directed to the appropriate person.
The postholder will contribute to the effective management of service demand by monitoring waiting lists, supporting operational requirements and highlighting potential delays or issues that may affect patient access. They will also support the preparation and management of clinical documentation, ensuring information is handled securely, confidentially and in accordance with organisational procedures.
A proactive and organised approach is essential, alongside strong communication skills, attention to detail and the ability to prioritise competing demands. The postholder will be expected to work collaboratively, maintain high standards of accuracy and confidentiality, and contribute to the ongoing effectiveness and development of the service.
About us
DGS Health is a GP Federation based in Gravesend, North Kent. We are comprised of 100% of local GP practices across Dartford, Gravesham and Swanley. We pride ourselves on being clinically led and managerially enabled and like to ensure we recruit people who share our ethos and culture. We are a small and friendly but growing organisation, employing over 36 people across a range of roles. Our services include urgent treatment services, paramedic home visiting, care home support and frailty nursing. We employ a diverse range of roles including nurses, administrators, Paramedics and GP's.
Job description
Job responsibilities
Job Purpose
The ADHD Service Administrator is responsible for coordinating the administrative functions of the Adult ADHD Assessment, Diagnosis and Treatment Service, ensuring patients progress safely and efficiently through the diagnostic and treatment pathway.
The postholder will provide high-quality administrative, operational and governance support to the Consultant Psychiatrist, multidisciplinary team and operational management, ensuring the service complies with:
- NICE NG87
- NHS England Right to Choose requirements
- UK GDPR
- Data Protection Act 2018
- NHS Records Management Code of Practice
- Controlled Drugs governance
- CQC Fundamental Standards
- NHS Accessible Information Standard
The postholder will act as the first point of contact for patients, GPs and external organisations, ensuring excellent communication, accurate record keeping and efficient pathway coordination.
Key Responsibilities
- 1. Patient Pathway Coordination
Coordinate the patient's journey from referral through to discharge by:
- Receiving referrals from NHS eRS and Right to Choose pathways.
- Registering referrals on EMIS and other approved clinical systems.
- Checking referrals for completeness.
- Requesting missing clinical information where required.
- Tracking patients through every stage of the pathway.
- Escalating delays to the Service Manager.
- Maintaining waiting lists.
- Ensuring appointments comply with agreed waiting time standards.
- Supporting achievement of service KPIs.
- 2. Appointment Management
Coordinate appointments for:
- Consultant Psychiatrists
- Specialist Nurses
- Clinical Psychologists
- GPwERs
- Pharmacists
- MDT meetings
Responsibilities include
- Booking clinics
- Sending appointment confirmations
- Managing cancellations
- Managing DNA processes
- Rebooking appointments
- Producing clinic lists
- Coordinating remote consultations
- Supporting annual review scheduling.
- 3. Referral Administration
Receive referrals via
- NHS eRS
- Right to Choose
- GP practices
Check referrals contain
- GP referral letter
- Medical summary
- Medication history
- ECG (where indicated)
- Physical health information
- Risk information
Request additional information where required before clinical triage.
- 4. Clinical Administration
Support clinicians by:
- Preparing electronic patient records.
- Uploading clinical documents.
- Recording MDT outcomes.
- Preparing assessment packs.
- Producing clinical correspondence.
- Sending reports to GPs.
- Managing shared care documentation.
- Tracking consultant authorisations.
- 5. Communication
Act as first point of contact for:
- Patients
- Carers
- GP Practices
- Pharmacies
- Community services
Provide
- Information regarding appointments
- Service information
- Pathway updates
- Escalation of urgent concerns to clinicians
- Responses to routine enquiries.
- 6. Information Governance
Ensure compliance with:
- UK GDPR
- NHS Data Security and Protection Toolkit
- Confidentiality Code of Practice
- DGS Health policies
Responsibilities include
- Maintaining confidential patient records.
- Verifying patient identity.
- Secure transfer of information.
- Managing NHS Mail correspondence.
- Accurate electronic filing.
- Data quality checks.
- Reporting information governance incidents.
- 7. Waiting List Management
Maintain accurate waiting lists including
- Referral received date
- Triage status
- Assessment date
- Treatment initiation
- Shared care status
- Annual review due date
Support with the production of weekly/monthly reports identifying:
- Long waiters
- Capacity issues
- Potential breaches
- Patients requiring escalation.
- 8. Right to Choose Administration
Coordinate all administrative requirements relating to NHS Right to Choose including:
- Referral validation.
- Eligibility checks.
- GP communication.
- Monitoring referral acceptance.
- Recording commissioner information.
- Maintaining audit trails.
- Producing commissioner reports.
- 9. Governance Support
Provide administrative support for:
- MDT meetings
- Clinical governance meetings
- Audit programmes
- Patient feedback
- Quality improvement projects
Responsibilities may include
- Preparing agendas.
- Generation of minutes using AI.
- Recording actions.
- Monitoring completion of actions.
- 10. Performance Monitoring
Support Service Manager with the production of monthly reports including:
- Referral numbers
- Waiting times
- Appointment utilisation
- DNA rates
- Assessment activity
- Medication review activity
- Shared care requests
- Annual review compliance
- Patient satisfaction data
Assist in preparing commissioner reports.
- 11. Prescribing Administration
Support prescribing processes by:
- Preparing documentation for consultant review.
- Coordinating prescription requests.
- Recording shared care transfers.
- Tracking monitoring requirements.
- Liaising with pharmacies where appropriate.
The postholder will not prescribe or make clinical decisions.
- 12. Quality Improvement
Support continuous improvement by:
- Participating in audits.
- Identifying administrative improvements.
- Supporting implementation of new SOPs.
- Assisting with service mobilisation.
- Supporting CQC inspections.
- Supporting commissioner visits.
General Responsibilities
The postholder will
- Maintain confidentiality.
- Work within organisational policies.
- Complete mandatory training.
- Participate in appraisal.
- Maintain own professional development.
- Promote equality, diversity and inclusion.
- Support safeguarding responsibilities.
- Comply with Health and Safety legislation.
- Support business continuity arrangements.
Person Specification
Experience
Essential
- Administration experience within the NHS or healthcare
- Experience using EMIS or similar clinical systems
- Experience coordinating clinical appointments
Desirable
- Experience of NHS eRS
- Experience of Right to Choose pathways
- Experience working within multidisciplinary team (MDT) services
Skills and Abilities
Essential
- Excellent communication skills
- Excellent organisational skills
- Ability to prioritise workload effectively
- High level of accuracy and attention to detail
- Excellent IT skills, including Microsoft Office
- Ability to work independently and within a team
- Ability to work under pressure
Qualifications
Essential
- Educated to GCSE level, including English and Maths
- NVQ Level 3 in Business Administration or equivalent experience
Knowledge
Essential
- Understanding of confidentiality and GDPR
- Understanding of safeguarding responsibilities
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
DGS Health LTD
Address
183 Parrock Street
Gravesend
Kent
DA12 1EN
United Kingdom