Private Psychiatric Clinic Secretary / Administrator

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)