Process Standards and Documentation Specialist

Process Standards and Documentation Specialist

Full-time Permanent Mid-level Senior

Hybrid: (1-2 days per month in our Canary Wharf office) | Full-time

Salary: Up to £55k (depending on experience)

Join Us at The Centre for ADHD Research and Excellence:
Shaping the Future of Accessible Healthcare

At Care ADHD, we’re improving access to high-quality ADHD assessment and treatment by making private care more affordable and easier to navigate. We’re outcomes-focused and continuously improving - with a strong emphasis on clear standards, safe delivery, and an excellent experience for patients and staff.

We’re growing quickly over the next five years and are building the operational foundations to scale responsibly: robust processes, well-controlled documentation, and changes implemented with clarity, training, and traceability.

You’ll own our operational single source of truth. That means mapping as-is / to-be workflows, maintaining our process library and SOP system (templates, version control, approvals, publishing), and keeping the operational change log (what/why/when/impacts/training). You’ll collaborate closely with Implementation and Training to produce release/readiness documentation, and you’ll make sure our operational documentation is always audit‑ready (sign-offs, effective dates, training evidence).

This is a hands‑on role for someone who loves turning “how things really work” into clear, controlled, usable standards — and keeping them current as we move fast with strong controls.

Own the operational SSoT (process library + SOP system)

• Own and maintain our process library (workflows, SOPs, handovers, RACI), ensuring it’s accurate, searchable, and easy to use.
• Own SOP templates and documentation standards (structure, naming, style, required sections, linkages between processes/SOPs/job aids).
• Run document control: versioning, approvals, publishing, archiving, and review cadence (so teams always use the right version).

Map as‑is / to‑be workflows and convert them into standards people can follow

• Facilitate discovery sessions to capture how work is done end‑to‑end across operations (including handoffs and exceptions).
• Produce clear as‑is and to‑be workflows (BPMN desirable) and translate them into SOPs, checklists, job aids and “definition of done” for teams.
• Ensure documentation reflects reality – and that updates don’t get lost in Slack messages and tribal knowledge.

Maintain the operational change log + release/readiness documentation

• Maintain the operational change log: what changed, why, when, who approved it, impacts, comms, training needs, and effective date.
• In partnership with Implementation + Training, produce release/readiness documentation (e.g., change summary, SOP deltas, training plan, go/no‑go checklist, comms).
• Ensure each release/change is traceable from “request” → “approved change” → “updated SOP” → “training evidence”.

Keep everything audit‑ready and adopted

• Ensure every SOP/process update is audit‑ready: sign‑offs, effective dates, and evidence that the change was communicated and training completed where required.
• Establish and run a simple governance cadence with process owners: review schedule, ownership clarity, exceptions, and continuous refresh.
• Spot and escalates process breakdowns (where the documented standard and reality diverge) to the right owners — and help close the loop.

Support improvement — through standards and control

• Support improvement initiatives by ensuring outputs are standardised, documented, controlled, and adopted (rather than improvements living as one‑off projects).
• Measure impact: track adoption and success metrics (e.g., cycle time, rework, handoff delays), and ensure process changes are properly controlled and sustained.

• Experience owning and maintaining a process library and SOP system in a fast‑moving environment.
• Strong process mapping skills (e.g., BPMN or equivalent) and the ability to translate workflows into clear, usable SOPs/job aids.
• Practical experience with document control: templates, version control, approvals, publishing, effective dates, and…