*Fixed term contract - Maternity Cover*
The Clinic Administrative Assistant is responsible for providing front-of-house reception support and administrative assistance to ensure the smooth running of services and activities.
The post holder will support the coordination and delivery of clinic operations by welcoming patients, confirming appointments, assisting with preparation of clinical tests, supporting clinicians during clinic sessions, and completing administrative tasks linked to service delivery.
This role requires excellent organisational skills, strong attention to detail, and the ability to manage multiple tasks while maintaining a professional and welcoming environment for clients and patients. The successful candidate will work closely with clinicians, scheduling teams, and wider operational staff to support efficient, safe, and high-quality service delivery.
Role & Responsibilities
Reception & Front of House
* Act as the first point of contact for patients attending the clinic.
* Welcome patients and visitors in a professional and friendly manner.
* Manage reception duties including patient check-in, signposting, and general enquiries.
* Ensure clinic reception areas are maintained in a clean, organised, and professional manner.
* Support patient flow through the clinic to ensure appointments run efficiently.
Clinic Operations Support
* Assist with the day-to-day running of internal clinics.
* Prepare clinic rooms and ensure necessary equipment and materials are available.
* Support clinicians by ensuring documentation and test materials are ready for appointments.
* Assist with the coordination of clinic sessions to ensure smooth operational delivery.
* Support efficient patient flow throughout clinic sessions to maintain appointment schedules.
Appointment Management & Customer Contact
* Contact patients to confirm upcoming appointments and provide relevant attendance information.
* Support scheduling and rescheduling of appointments.
* Ensure appointment details and attendance information are accurately recorded within operational systems.
* Assist in reducing non-attendance by proactively confirming appointments and providing reminders.
Clinical Administration Support
* Upload results and test documentation to internal systems as required.
* Ensure accurate data entry and record keeping in line with company procedures.
* Assist with processing clinical paperwork and maintaining accurate records.
* Support administrative tasks associated with clinical service delivery.
Stock & Consumables Management
* Maintain oversight of clinic stock levels including clinical consumables, testing materials, and administrative supplies.
* Ensure clinic rooms are stocked appropriately to support daily clinic activity.
* Monitor stock usage and notify relevant teams when reordering is required.
* Support the organisation, storage, and tracking of clinical consumables in line with operational procedures.
* Pack and prepare customer send outs in accordance with service requirements and clinical protocols.
* Ensure all stock and materials are handled and stored in accordance with safety, governance, and infection control standards.
Operational & Administrative Support
* Provide administrative assistance to support wider clinical services activities.
* Assist with general administrative duties including scanning, filing, document preparation, and system updates.
* Support operational and administrative teams during busy periods and times of high service demand.
* Maintain accurate records and ensure data is handled securely and confidentially.
Skills and Experience Required
* Previous experience in a reception, administrative, or customer service role.
* Experience within healthcare, occupational health, or clinical environments is desirable but not essential.
* Strong organisational skills and attention to detail.
* Excellent communication and interpersonal skills.
* Ability to manage multiple tasks and priorities in a busy environment.
* Professional and approachable manner when dealing with patients and clients.
* Good IT skills and experience using administrative systems.
* Understanding of confidentiality and data protection requirements.
COMPLIANCE
For any questions or enquiries into the role, please email recruitment@latusgroup.co.uk.