Adult ADHD Service - Administrator

Job overview

The Adult ADHD Administrator provides comprehensive administrative and secretarial support to the Adult ADHD Service.

The post holder will support consultants, ADHD specialist nurses, assistant psychologists, and other clinical staff to ensure the effective delivery of patient care. Responsibilities include managing appointments, maintaining patient records, coordinating clinic administration, handling enquiries from service users and carers, and supporting the smooth running of the service.

The role requires a high level of organisation, initiative, professionalism, and confidentiality when handling sensitive patient information.

** Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post **

Main duties of the job

• Provide comprehensive administrative support to the Adult ADHD multidisciplinary team, including Consultants, Nurse Prescribers, Practitioners, Assistant Practitioners and Assistant Psychologists.
• Manage clinic appointments, including booking, rescheduling and communicating appointment details to service users.
• Ensure online meeting links are issued and clinic rooms are booked as required.
• Respond to telephone calls, emails and enquiries from service users, carers and external professionals in a professional and timely manner.
• Maintain accurate and up-to-date patient records on RiO and other administrative systems.
• Support the administration of prescriptions, medical reviews and ADHD diagnostic reports.
• Organise and support clinical sessions to ensure the effective operation of ADHD clinics.
• Assist in resolving routine operational issues and respond appropriately to complaints and concerns.
• Undertake general office duties including filing, processing correspondence, ordering supplies and raising purchase orders.
• Provide administrative cover for colleagues during periods of absence and contribute to a supportive team environment.
• Support community outreach sessions, masterclasses and other service activities as required.

Detailed job description and main responsibilities

Administrative and Secretarial Support

• Provide comprehensive administrative and secretarial support to the Adult ADHD Service.
• Support Consultants, ADHD Specialist Nurses, Assistant Psychologists and other clinical staff in the delivery of effective patient care.
• Manage and prioritise administrative workloads, ensuring tasks are completed accurately and within required timescales.
• Provide administrative cover for colleagues during periods of absence.

Communication

• Act as a key point of contact for service users, carers, GPs and other healthcare professionals.
• Respond to telephone, email and written enquiries in a professional, sensitive and timely manner.
• Handle confidential, sensitive and complex information appropriately, maintaining discretion at all times.
• Escalate enquiries and concerns to the appropriate clinician or manager where necessary.

Appointment and Clinic Management

• Coordinate clinic appointments, including booking, rescheduling and cancelling appointments.
• Ensure service users receive appointment information and online consultation links where required.
• Book clinic rooms and support the organisation of clinical sessions.
• Ensure administrative processes are in place to support the smooth running of clinics.

Patient Record Management

• Maintain accurate and up-to-date patient records using RiO and other electronic systems.
• Ensure all correspondence and clinical documentation is recorded and stored in line with Trust policies and information governance requirements.
• Upload, process and maintain electronic records and documentation as required.

Prescription and Report Administration

• Support the administration of prescriptions and medical reviews.
• Assist with the management and maintenance of prescription databases.
• Coordinate the distribution of ADHD diagnostic reports and related documentation.

Service Support and Problem Solving

• Use initiative to resolve routine administrative and operational issues.
• Respond appropriately to concerns and complaints from service users and carers.
• Liaise with clinical staff and relevant departments to facilitate timely resolutions.
• Escalate significant issues in accordance with local procedures.

General Administrative Duties

• Manage incoming and outgoing correspondence, including emails and post.
• Maintain effective filing and document management systems.
• Order office supplies and equipment as required.
• Raise purchase orders and support financial administration processes.
• Ensure the secure disposal of confidential documentation and materials.

Information Technology

• Use Microsoft Office applications, Outlook, RiO and other relevant systems effectively.
• Maintain accurate data entry and database records.
• Produce reports, letters and other documentation as required by the service.

Team Working

• Work collaboratively with administrative and clinical colleagues to support service delivery.
• Contribute to a positive and supportive team environment.
• Attend team meetings and provide administrative support to service developments and projects.

Training and Development

• Participate in appraisal, supervision, mandatory training and continuing professional development.
• Maintain knowledge and skills relevant to the role and service area.

Governance and Compliance

• Maintain confidentiality at all times and comply with Data Protection and Information Governance requirements.
• Adhere to Trust policies relating to safeguarding, health and safety, infection prevention and control, equality and diversity and risk management.
• Promote high standards of customer care and professionalism in all aspects of the role.

Other Duties

• Support ADHD masterclasses, community outreach activities and other service events as required.
• Undertake any other duties commensurate with the grade of the post, as reasonably requested by the line manager.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.