Clinical Administrator - Outpatient Services

About the role

Orri is an ambitious, young, fast-growing company committed to changing the way we treat eating disorders in the UK. The Clinical Administrator is an essential position that supports the Clinic Coordinator in the day-to-day running of the service. The post holder will be the primary point of contact to clients, carers and practitioners. Time will be spent between liaising internally with the Clinical and Operational teams and externally with a range of stakeholders including GPs, consultant psychiatrists, other mental health practitioners, parents and carers. The administrator has a demanding position that is essential to the successful day-to-day running of the business.

Main duties and responsibilities:

Reception duties – the postholder will:

• Be the first point of contact for all clients, employees and visitors entering the Hallam Street Clinic, ensuring that anyone who enters the premises feels welcome and attended to.
• Answer incoming calls, referring to relevant departments/ employees to manage their enquiry, advising employees of any messages via email of MS Teams.
• Be responsible for ensuring that everyone entering the clinic sign in and have been provided with the relevant visitor/employee passes. Ensuring that all visitors have a safety and security briefing upon arrival.
• Proactively undertake training on the admissions process, services provided in person and online for enquiries via telephone, should the admissions team be unavailable.
• Ensure urgent messages for the Clinical Director, Clinical Managers and/or Service Director at Hallam Street are received and acknowledged in a timely manner.
• Escalation of any client concerns, unexpected sign-out departures to the clinical team on duty.
• Ensuring the reception area is kept to a high level of tidiness aligning with the health and safety requirements. Raising any maintenance issues to the Health and Safety Officer / Facilities Manager.
• Management of deliveries to Hallam Street, notifying the relevant person(s) and/or department to arrange collection from reception.

Administrative duties – the postholder will:

• Provide support to the Clinic Coordinator in the day to day running of the therapeutic day. This will include, but is not limited to:
• Liaising with admissions regarding new clients/timings
• Organisation of client/carer meetings
• Attending and documenting treatment review meetings
• Providing general administrative support to the clinical team
• Manage the Outpatient timetable, including confirming all appointments on the tool as soon as a client has approved and paid for their treatment plan.
• Manage timetabling queries in a prompt and professional manner and support clients and team members as required
• Attend daily handovers to support with administrative requests that arise in relation to client treatment plans
• Undertake daily reviews of 1:1 session scheduling, ensure note entries are completed and sessions marked as attended / declined as applicable. Update the finance and case management teams of any missed sessions and/or sessions in lieu
• Manage room allocations in Hallam Street for all clinical sessions, for all internal and external meetings, communicate any room changes as required and communicate to the team
• Provide administrative support to the consultant Psychiatrists as required, including minute taking, letter formatting and sending out correspondence.

Desired skills and expertise:

• A proactive hardworking and motivated individual, ideally with experience in a fast paced organisation and/or start up business
• Previous experience working in a medical or therapeutic healthcare environment
• Experience of administration required, with exposure to timetable, diary management or scheduling in a previous role and excellent IT skills

Part-time – 20 hours per week - Ideal hours Monday to Friday 4-8pm (room for flexibility within this)