Clinical Operations Administrator

Clinical Partners is a leading provider of mental health services, working with both private clients and the NHS. To support our growing clinical team, we’re looking for a proactive and organised Clinical Operations Administrator.

In this key role, you’ll coordinate clinician inductions, manage training records, support recruitment, and handle day-to-day queries. You’ll also assist with financial tasks, resource management, and internal communications to ensure smooth operations and high-quality care delivery.

We’re looking for someone with strong organisational skills, excellent communication, and confidence using Microsoft Office, Excel, and Salesforce. You’ll be detail-oriented, discreet, and able to work independently in a fast-paced environment.

Key Responsibilities:

• Support the recruitment process by attending interviews with the relevant Clinical Lead and providing accurate note-taking.
• Coordinate and deliver induction processes for new clinicians.
• Maintain up-to-date training records for all clinicians.
• Track clinician proficiency and escalate concerns where required.
• Add and maintain clinician rates, ensuring systems are updated.
• Handle invoice queries and liaise with finance/payroll teams to resolve discrepancies.
• Manage exemption forms and ensure correct authorisations are obtained.
• Act as first point of contact for clinician queries, cancellations, and reschedules.
• Manage clinician-related dissatisfactions and complaints, escalating to managers when necessary.
• Support internal communications/forums to keep clinicians informed and engaged.
• Manage report and feedback chasing and escalations, liaising with the Clinical Team and Senior Leadership Team as appropriate.
• Track and expedite all orders to ensure diagnostic booklets and kits are issued as required to meet clinical demand.
• Manage workload, annual leave and appraisal process, alongside office of RO for employed clinicians
• Gather and allocate clinician availability in line with business demand, ensuring clinicians’ time is utilised as fully and evenly wherever possible

Requirements:

• Strong organisational and time-management skills.
• High attention to detail and accuracy in record-keeping and data management.
• Excellent written and verbal communication skills, with a professional and approachable manner.
• Ability to build positive working relationships with clinicians, and internal colleagues.
• Problem-solving skills with the ability to remain calm under pressure and escalate issues appropriately.
• Discretion and confidentiality when handling sensitive information.
• Proficiency with Microsoft Office/Excel & Salesforce
• Proactive approach with the ability to work independently as well as part of a team.
• Customer-focused mindset with a commitment to providing excellent clinician support.

Remuneration and Benefits:

• £24,000 annual salary
• 25 days paid holiday (increasing with service to 28 days) plus bank holidays.
• A day off for your birthday.
• Healthcare Cash Plan
• Benefits Platform
• Life Assurance
• Discount Vouchers
• Flexible working opportunities to suit your personal needs
• Opportunities to take part in charitable events
• Access to a Wellbeing portal and Employee Assistance Programme (EAP)

Equal Opportunities Employer:

At Clinical Partners we are committed to creating an inclusive and diverse workplace. We believe that everyone deserves an equal opportunity to succeed, regardless of their background, race, gender, age, disability, sexual orientation, or any other characteristic. We welcome applications from all qualified candidates and strive to provide a supportive and respectful environment for all employees.

DBS Check Requirement:

Please note that this position requires a Disclosure and Barring Service (DBS) check as part of our commitment to safeguarding and ensuring the safety of our clients and staff. The successful candidate will be required to undergo a DBS check before commencing employment.