Private Psychiatric Clinic Secretary​/Administrator

Private Psychiatric Clinic Secretary / Administrator

We are seeking a motivated and compassionate Patient Liaision Support / Secretary
to join our growing service. The post-holder will work remotely /hybrid to support the Operations team and work closely with the Co-founders.

The Clinic Administrator plays a vital frontline role in ensuring the smooth and efficient running of the clinic. This position is often thefirst point of contact for patients, families, clinicians, and external stakeholders. The post-holder will provide high-quality administrative and customer service support, ensuring all patient interactions are handled with professionalism, empathy, and confidentiality.

Atrom Mindcare isa progressive private psychiatric clinic providing high-quality, patient-centred mental health care. Our services include private adult and childrens mental health services, as well as NHS-commissioned work, including ADHD/ASD assessments and treatment pathways. We are committed to clinical excellence, timely access to care, and an exceptional patient experience.

• Act as a first point of contact for patients via telephone and email.
• Manage appointment bookings, cancellations, and rescheduling.
• Respond to patient enquiries promptly and professionally.
• Support patients through their care pathway with clear, compassionate communication.

Administrative & Operational Duties

• Maintain accurate and up-to-date patient records in line with data protection requirements.
• Process referrals, registrations, and onboarding documentation.
• Prepare and distribute clinic correspondence, reports, and appointment confirmations.
• Support clinicians with administrative tasks to ensure clinics run efficiently.

Clinical Coordination

• Liaise with clinicians regarding schedules, availability, and clinic changes.
• Ensure clinicians have required documentation prior to appointments.
• Track clinical activity and elevate issues that may impact service delivery.

Compliance & Governance

• Adhere to confidentiality, GDPR, and clinical governance standards.
• Support audit processes and quality assurance activities as required.
• Follow clinic policies, procedures, and safeguarding protocols.
• Process invoices, payments, and receipts.
• Support insurance or third-party payment processes where relevant.

Team & Communication

• Work collaboratively with the administrative team, clinicians, and management.
• Escalate concerns or service issues appropriately.
• Contribute to continuous service improvement.

• - Previous administrative experience, ideally within healthcare or a client-facing role.
• - Excellent communication skills, both written and verbal.
• - Strong organisational and time-management skills.
• High level of professionalism, discretion, and empathy.
• - Competent IT skills (email, calendars, databases, Microsoft Office or similar).
• Ability to manage sensitive and confidential information.
• - Experience working in a mental health or psychiatric setting.
• - Knowledge of private healthcare or NHS pathways.
• - Familiarity with electronic patient record systems.
• - Experience handling payments or invoicing.

• - Patient-focused and compassionate
• - Highly organised and detail-oriented
• - Calm and confident under pressure
• - Reliable and adaptable
• Professional and approachable
• - Basic IT skills - Excel and patient management systems

• - Experience working in a mental health or psychiatric setting.
• - Knowledge of private healthcare or NHS pathways.
• - Familiarity with electronic patient record systems.
• - Experience handling payments or invoicing

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.

Full-time,Flexible working,Home or remote working