Clinical Team Administrator
Job Description
Job summary
Are you an organised and detail-oriented administrator looking to make a real impact in healthcare? We are seeking a Team Administrator to support our Clinical Coaching Programme, which empowers patients through AI-driven, proactive health coaching. This is a fantastic opportunity to work in an innovative, patient-focused environment where your administrative skills will help drive better health outcomes.
This is a remote-first role, perfect for someone who enjoys working from home with the flexibility of quarterly in-person meetings
At HN, we combine technology with human-led coaching to improve lives. If you thrive in a dynamic setting, enjoy working with healthcare professionals, and have excellent coordination skills, we'd love to hear from you!
Main duties of the job
As a Team Administrator, you will be the backbone of our clinical coaching team, ensuring smooth operations and effective communication between patients and Clinical Coaches. Your role will include:
- Scheduling & Coordination: Managing patient appointments, handling queries, and ensuring efficient service delivery.
- Data Management & Reporting: Updating patient records, maintaining accurate databases, and supporting clinical reporting.
- Team & Operational Support: Assisting the Clinical Team Lead, resolving administrative challenges, and helping to enhance service efficiency.
If youre a problem-solver with strong IT and communication skills, this is an excellent opportunity to contribute to an exciting healthcare innovation while developing your career in a supportive and flexible environment.
About us
HN is an innovative organisation that empowers patients through AI-driven tools and proactive health coaching. Our mission is to improve health outcomes, reduce inequalities, and create a personalised care experience.
We are committed to building a diverse, inclusive team of healthcare professionals. We encourage applicants from all ethnicities, cultural backgrounds, and language proficiencies to apply, helping us serve our diverse community in North East London.
Job responsibilities
The Team Administrator plays a critical role in ensuring the smooth operation of the Clinical Coaching Programme. You will provide administrative support to a multidisciplinary team of Clinical Coaches who work with patients to improve their health outcomes through personalised, AI-guided interventions. This role involves coordinating patient communications, managing data systems, and supporting the overall efficiency of the clinical team.
Principal Accountabilities
Administrative Support & Coordination
Provide real-time scheduling support by booking patient assessments and preventing scheduling conflicts.
Track patient status and update HN systems (Engage and Proactive) to ensure accurate and timely data management.
Compile and maintain up-to-date information on local and national community services for patient referrals.
Input data into spreadsheets and ensure daily submission of statistics to the Clinical Team Lead.
Manage correspondence, including providing GP practices and patients with discharge summaries and updates.
Use external mailing systems to distribute letters and follow-up documentation.
Respond to general patient queries via phone and email, offering high-quality customer service.
Perform ad-hoc administrative tasks, such as sending appointment reminders and taking meeting minutes.
Patient Engagement & Liaison
Call prospective patients to introduce the Clinical Coaching Programme and recruit them into the service.
Update patient outcomes on external data management systems, including EMIS, Cerner, and NHS Spine.
Liaise with the Data Engineering Team to report software concerns and ensure smooth data integration.
Operational & Team Support
Resolve administrative problems and inquiries promptly to support clinical workflow.
Assist the Clinical Team Lead in monitoring operational performance and ensuring data accuracy.
Contribute to continuous service improvement by identifying process inefficiencies and suggesting solutions.
Key Performance Indicators (KPIs)
Positive feedback from Clinical Coaches and Clinical Team Lead.
Timely and accurate data entry and reporting.
Efficient management of patient scheduling and communications.
High-quality administrative support contributing to smooth team operations.
Person Specification
Experience
Essential
- Clear and concise written and spoken communication skills.
- Strong IT skills, proficient in Microsoft Office (Word, Excel).
- Excellent telephone manner and customer service skills.
- Ability to multi-task and manage competing priorities in a fast-paced environment.
- Strong attention to detail and time management skills.
- Friendly, collaborative, and flexible attitude with a problem-solving mindset.
- Knowledge of administrative procedures, including electronic filing and record-keeping
Desirable
- Experience providing administrative support in healthcare, social care, or similar settings.
- Experience working in multidisciplinary healthcare teams.
- Awareness of safeguarding procedures and medical terminology.
- Familiarity with NHS systems such as EMIS, Cerner, and NHS Spine.
- Patient liaison or customer service experience in a healthcare setting.
- Experience using VoIP phone systems.
- Additional language skills to support diverse patient populations.
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
Health Navigator Ltd
Address
Candesic Ltd
14 Waterloo Place
London
SW1Y 4AR
