Part-Time Assistant Patient Liaison

We are seeking a highly organised and compassionate Assistant Patient Liaison to join the growing Castle Health Outpatient team. This is an online administrative role that plays a vital part in supporting outpatient services by ensuring that patient journeys, clinical administration, and operational processes run smoothly and efficiently.

The Assistant Patient Liaison (APL) provides day‑to‑day administrative support across Castle Health Outpatient, working directly beneath the Outpatient Services Manager and in close collaboration with Outpatient Services team, which includes a Lead Patient Liaison and Assistant Patient Liaison. The role exists to ensure that patient‑facing processes, records, scheduling, and operational tasks are handled accurately, professionally, and in line with established procedures as the service continues to grow.

This is an online colleague‑facing role involving regular telephone calls, emails, and meetings. The post‑holder will be a reliable and professional point of contact, supporting clinical delivery while maintaining high standards of confidentiality, organisation, and communication.

• Maintain accurate and up‑to‑date patient records across all relevant systems, including KIPU EMR & CRM and booking spreadsheets.
• Support patient registration, documentation, and onboarding, including issuing Terms & Conditions, consent forms, and other patient‑facing documentation in line with SOPs.
• Liaise with patients and therapists to coordinate schedules and send calendar invitations.
• Assist with the creation of personalised patient timetables for bespoke treatment programmes.
• Update and maintain booking data to support accurate reporting.
• Process patient payment details and liaise with Finance as required.
• Provide administrative support for psychiatry appointments, including coordination and follow‑up correspondence.
• Support group registration, attendance tracking, patient check‑in calls, and feedback gathering.
• Provide administrative support for patient transitions from residential treatment into outpatient and continuing care services.
• Assist with maintaining accurate continuing care records and related documentation.

• Send therapist supervision reminders and follow up on ward round and caseload review submissions.
• Collate ward round information and maintain accurate tracking records.
• Provide secondary system administration support during periods of staff absence.
• Support scheduling and minute‑taking for team meetings as directed.
• Maintain accurate digital filing across KIPU, Google Drive, and other systems.
• Undertake additional administrative duties as reasonably required.

• Support the day‑to‑day administration of the Recovery Club (alumni service).
• Manage mailing lists and communications using Mailchimp or similar platforms.
• Coordinate registration, logistics, and communications for Recovery Club sessions, workshops, and events.
• Maintain cohort group membership within agreed capacity limits.
• Liaise with the Recovery Club facilitator regarding session logistics and communications.

Please note:

As Castle Health Outpatient continues to develop, the responsibilities associated with this role may evolve. Flexibility and adaptability are essential.

• Previous experience in an administrative role, ideally within healthcare, clinical, or professional services.
• Exceptional organisational skills with the ability to manage multiple tasks and priorities.
• High level of accuracy and attention to detail, particularly in documentation and record‑keeping.
• Confident and professional written and verbal communication skills.
• Discretion and integrity, with a strong commitment to patient confidentiality.
• Ability to work…