Clinical Administrative Assistant
| Posting date: | 01 December 2025 |
|---|---|
| Salary: | £25,900.00 to £27,600.00 per year |
| Additional salary information: | £25900.00 - £27600.00 a year |
| Hours: | Full time |
| Closing date: | 07 December 2025 |
| Location: | Altrincham, WA14 1NU |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | E0476-CA-HSMH |
Summary
Job Summary The Clinical Administrative Assistant will provide high-quality administrative and patient support within Harley Street Mental Health, a specialist Adult ADHD and Autism service working across private pathways and NHS-commissioned contracts. The post holder will be responsible for managing patient enquiries, supporting clinicians with documentation and workflow, processing referrals, maintaining accurate records, and ensuring that patients receive a smooth and well-coordinated experience throughout their assessment and treatment journey. The role requires strong organisational skills, compassionate communication, attention to detail, and the ability to work effectively in a fast-paced and sensitive mental health environment. MAIN DUTIES AND RESPONSIBILITIES Patient Communication Act as the first point of contact for patients via telephone, email, and the online enquiry system. Respond to queries promptly, professionally and with empathy, providing accurate information about appointments, medication processes, policies and service pathways. Manage inboxes, prioritise urgent messages and ensure all communications are actioned within agreed timeframes. Escalate complex or clinical questions to relevant clinicians or senior staff. Referral Processing Receive, register and process referrals from NHS partners, private patients, GPs and external agencies. Ensure referral documentation is complete and entered accurately into internal systems. Allocate referrals to the correct clinical pathway and liaise with team leads regarding capacity and scheduling. Maintain spreadsheets and database trackers to monitor referral volumes, waiting lists and progress. Appointment and Workflow Support Assist with booking assessments, follow-up appointments, titration reviews and meetings. Send appointment confirmations, reminders and required forms to patients. Manage cancellations, rescheduling and short-notice changes with professionalism. Provide administrative support to ensure smooth running of clinical diaries. Clinical Liaison Work closely with psychiatrists, psychologists, nurses and the wider MDT to support timely completion of reports, prescriptions and clinical documents. Track outstanding items, follow up with clinicians and ensure documents are uploaded and sent to patients securely. Assist with collating information needed for appointments or MDT discussions where required. Complaints and Feedback Log and acknowledge incoming complaints in line with organisational policy. Liaise with senior staff to gather information and ensure timely responses. Maintain accurate records of complaints, resolutions and identified service improvements. Information Management and Record Keeping Maintain accurate and up to date patient records, spreadsheets, trackers and internal systems. Ensure all documentation is stored securely and in accordance with GDPR and organisational information governance policies. Support internal auditing processes and contribute to data collection for commissioners. Administrative Support Produce letters, templates and standardised documents when required. Assist with scanning, filing, uploading documents and general administrative duties. Support service development projects, quality improvement activities and administrative initiatives. Safeguarding Responsibilities Be aware of and follow safeguarding procedures, escalating concerns to senior clinicians or safeguarding leads. Handle sensitive information appropriately and contribute to maintaining a safe environment for patients. Professionalism and Conduct Maintain confidentiality at all times. Uphold organisational values and contribute to a positive team culture. Attend supervision, team meetings and mandatory training. Act as an ambassador for the service when interacting with patients, families, clinicians and external partners.