Job Title:
Medical Secretary and Admin support for JM Mental Health and Atrom Mindcare (with business alignment)
Hours:
Flexible – minimum 20 hours up to 37.5 hours per week
Salary:
Competitive
Responsible to:
Practice Manager with dotted line to CEO Amrish Gupta and Dr. Aarohee Desai-Gupta, Clinical Director
Background
We are a small, well-managed, and ambitious organisation seeking to hire a dynamic, organised, and committed Secretary and Medical Support. This pivotal role will be responsible for driving both the operational and secretarial aspects of our integrated healthcare services, ensuring smooth and efficient day-to-day functioning across JM Mental Health and Atrom Mindcare.
The Operations Support team will collaborate closely with the Practice Manager, Clinical Director, Business Owners, and various team members to uphold high operational and clinical standards in our healthcare businesses. As we continue to grow and evolve, the role is designed to be agile as processes streamline and platforms are introduced. The Job description is therefore broad to cover all elements required now and in the future.
This is a new role due to the retirement of the current JMMH Practice Manager, who has played a pivotal role in establishing the high standards of care we offer. The role provides an opportunity to shape operational strategy, maintain quality standards, and ensure the practice thrives as we integrate Atrom Mindcare and JM Mental Health under one leadership team.
Purpose of the Job
The Operations Support will ensure that JM Mental Health and Atrom Mindcare operate seamlessly, ensuring smooth delivery of care and business operations. You will actively manage both operational and secretarial tasks, along with the new Practice Manager, supporting our teams while maintaining high clinical, financial, and operational standards. This role combines both leadership in operational management and key administrative responsibilities, including scheduling, patient interactions, and documentation, to deliver an exceptional standard of care.
Main Duties and Responsibilities
Business Operations:
* Oversee the Medesk and other clinical management systems to maintain accurate patient records and operational workflows.
* Regular meetings with the Practice Manager to discuss caseloads, business strategies, and clinical governance.
* Promote a collaborative team environment and assist with business planning and growth.
* Maintain and update the company website, ensuring content is relevant and up-to-date.
* Provide administrative support as needed to the clinical and admin teams, including holiday cover and assisting with general operational tasks.
* Handle IT issues and troubleshoot day-to-day problems, ensuring smooth operational flow.
Secretarial & Administrative Support:
* Scheduling and managing appointments using Clinical Management Software (Cliniko, Medesk) and Google Calendar.
* Typing letters, reports, and other documentation in a timely and accurate manner.
* Raising forms, invoices, and GP letters as required.
* Maintaining a patient referral database and coordinating with external partners for patient referrals.
* Provide PA support to key executives (CEO, Clinical Director), including managing their diaries, arranging meetings, and handling correspondence.
* Ensure that all communications and data handling comply with GDPR and other confidentiality policies.
* Collaborate closely with clinical teams to ensure all necessary documentation is up-to-date and accessible.
* Support clinical governance, working with the Clinical Director to perform regular audits of service quality and compliance.
Financial Management (Operational Support Focus):
* Support in cash flow forecasting, providing essential data for financial planning.
* Ensure accurate invoicing of appointments and services rendered.
* Prepare monthly financial reports, including turnover analysis and sales forecasting.
* Assist with financial documentation, ensuring clarity and accuracy for team members.
Staff & Team Leadership:
* Support and manage practice staff, ensuring high levels of engagement and performance.
* Organise and monitor staff holidays and ensure adequate cover.
* Maintain and manage timesheets and overtime to ensure compliance with internal policies.
* Conduct staff appraisals, manage quarterly reviews, and provide training on internal processes as necessary.
* Facilitate onboarding of new associates and staff, ensuring seamless integration into the practice.
Associates Support:
* Work with Practice Manager to onboard new associates and integrate them into business systems (Medesk, Cliniko).
* Ensure ongoing support for associates by providing necessary training, generating monthly activity reports, and assisting with invoicing.
Person Specification
Essential:
* Vocational qualifications (A-levels or equivalent).
* Proven experience in an operational role, including staff leadership and overseeing day-to-day business operations.
* Strong ability to handle confidential information and manage sensitive issues with professionalism.
* Excellent communication skills, both verbal and written, with the ability to communicate effectively across different levels of the organisation.
* Highly organised, methodical, and able to prioritise tasks in a fast-paced environment.
* Ability to work flexibly and adapt to evolving business needs.
* Experience in secretarial roles and administrative support (minimum 1 year), ideally in a healthcare or medical setting.
* Excellent IT skills, including proficiency in MS Office (Word, Excel, Outlook), as well as clinical software such as Medesk, Cliniko, or similar systems.
* Ability to problem-solve, showing initiative and creative thinking to address challenges.
* This position is subject to an enhanced DBS check.
Desirable:
* Previous experience in healthcare management, particularly within mental health services.
* Familiarity with medical terminology and the workings of healthcare systems.
Summary of Role
The Operations Support role is designed for a highly organised, proactive, and adaptable individual who can handle both leadership responsibilities in business operations as well as provide secretarial support. In this evolving position, you will ensure the operational effectiveness of both JM Mental Health and Atrom Mindcare, supporting business growth and contributing to high standards of clinical care.
To Apply:
Please forward your CV and a covering letter to Amrish@jmmentalhealth.co.uk.