Clinical Admin Coordinator

Location: Hybrid / Stratford-upon-Avon CV37 6YX, UK
job type: Permanent / Full-time
Sector and subsector: Medical & Healthcare Administration
Annual Fixed salary: £26,737.28

About Us

Newson Health Limited is an Outstanding CQC registered hormonal health and wellbeing centre established in 2018, dedicated to the care of women with hormonal conditions including Menopause, Perimenopause, PMS and PMDD.

Our Vision

Improving the health, wellbeing and lives of all our patients

Our Mission

Our vision will be achieved by us continuing to listen, educate, empower and enable our patients to have choice and control over their health and wellbeing - they are at the heart of everything we do.

Our approach is inclusive, innovative and informed by the latest scientific knowledge and research, as well as using our clinical expertise and experience to deliver the best personalised care.

We are leading the way in research and education; we ensure women with hormonal changes are supported and informed.

Our individualised approach ensures the optimal treatment options are available and our patients are central to all decision making processes.

Your Role

The Clinical Admin Coordinator plays a key role in delivering an exceptional patient experience and ensuring the smooth running of clinic operations. Acting as a first point of contact for both new and existing patients, the postholder provides comprehensive administrative, patient support and diary management services.

The role supports patients throughout their journey with Newson Health, from initial enquiry and appointment booking through to ongoing aftercare and clinical administration, ensuring all interactions are handled professionally, efficiently and with empathy.

This role involves regular telephone based communication and requires individuals who are confident engaging with patients and colleagues over the phone as a key part of their daily responsibilities.

Your Responsibilities

• Act as a primary point of contact for new and existing patients via telephone, email, webchat and other communication channels.
• Respond to patient enquiries professionally and provide accurate information regarding appointments, services, fees, forms and processes.
• Support patients with aftercare queries and signpost appropriately where required.
• Create and maintain patient records, ensuring information is accurate and up to date.
• Deliver a welcoming, professional and compassionate service at all times, including during periods of high demand and when managing complex or sensitive patient needs.

Appointment & Diary Management

• Schedule and manage appointments for patients with clinicians.
• Maintain clinician diaries and manage patient requests to reschedule or cancel appointments.
• Monitor waiting lists and proactively contact patients when appointments become available.
• Ensure clinician diaries are utilised effectively and appointments are scheduled accurately and chronologically.
• Support the coordination of clinician workloads and clinic capacity.

Clinical & Operational Administration

• Prepare and send patient letters following consultations.
• Process medical reports, subject access requests and clinical correspondence.
• Manage clinical file systems and patient records, including registrations and data updates.
• Manage invoicing and process payments for appointments, prescriptions and blood tests.
• Handle generic practice emails, referral intake and pathology allocation as required.
• Support recall management activities and patient follow up processes.
• Assist with notes digitisation and other record keeping activities.
• Ensure all patient information and clinical records are managed in accordance with GDPR and organisational confidentiality requirements.
• Attend team meetings and contribute to service improvement initiatives.
• Support the wider administration team and undertake additional duties within the scope of the role.

Your Knowledge

• Excellent verbal and written communication skills with a professional, friendly and empathetic approach.
• Confident and comfortable communicating with patients by telephone and able to manage a high volume of inbound and outbound calls.
• Excellent telephone manner with the ability to build rapport, gather information and manage queries effectively.
• Strong spoken and written English.
• Proficient in Microsoft Office applications and able to learn and use a range of organisational systems.
• Strong organisational and time management skills with the ability to manage competing priorities.
• Ability to work accurately and maintain attention to detail in a fast paced environment.
• Ability to work both independently and collaboratively as part of a team.
• Strong team working skills, demonstrating a willingness to support colleagues and contribute to shared team objectives.
• Flexible and adaptable approach to changing priorities and business needs.
• Ability to use initiative and problem solving skills to identify solutions and improve processes.
• Professional, approachable and patient focused at all times.
• Previous experience in an administrative, customer service or healthcare environment would be advantageous.

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.

Benefits

• Employee assistance programme.
• Retail discounts and cashback portal.
• 25 days leave plus bank holidays (prorated).
• Free access to our balance+ app.
• Discounted appointments.
• £750 benefit pot (Health Care Cash Plan, Gym Memberships, Home and Technology Vouchers, Dental Insurance).
• Enhanced family leave including study leave, foster care leave, and enhanced maternity/paternity pay.