-
Process new medicolegal referrals, ensuring all required documentation is complete and accurately recorded in our cloud-based clinical notes systems.
-
Identifying, implementing and updating policies and procedures according to changes in practice policy, good practice guidelines and legislation. Overseeing compliance with practice policies and procedures for all clinical, non-clinical staff and associates. This includes an annual review for legislative changes and communication as required
-
Allocate cases to clinicians and track clinicians timetables and capacity and demand across the clinical team.
-
Performance management of an administrative team who are responsible for referral intakes, scheduling and processing of appointments.
-
Maintain our CRM workflow for purposes of referral management and processing
-
Handling compliments and complaints from clients and service-users with empathy and discretion; Reporting on same as required.
-
Organise and chair regular team meetings, setting and reviewing team agendas and provide business minutes and actions to maintain focus and direction.
-
Information Governance lead with awareness of GDPR, Data Protection and confidentiality awareness
-
Responding to requests and requirements from within the clinical team in relation to clients.
Scheduling & Appointments:
-
Manage the central diary, arrange and amend client appointments.
-
Coordinate with solicitors and clients regarding appointments.
Document Management:
-
Receive, log, and upload medical records and legal documents to our secure cloud-based systems.
-
Compliance with data retention and destruction as required.
External Liaison:
-
Act as the primary point of contact for our referrers managing queries and responding to urgent requests.
-
Handle requests from stakeholders with regards to training events. Communicate with stakeholders with regards upcoming events and availability for delegates.
Operational Oversight:
-
Monitor incoming communications and allocation of tasks appropriately to junior admin support.
-
Provide regular Supervision and support to Junior admin team
-
Responsible for overseeing the maintenance of our CRM database of referrers.
-
Responsible for maintaining sight of improvements and efficiencies within the practice, discussing these with the directors, implementing as required and disseminating within the wider practice.
Compliance & Confidentiality:
-
Maintain data protection standards and ensure GDPR compliance in all admin processes.
Training Events Coordination:
-
Manage registrations, invoicing, venue booking, and catering arrangements for 2–3 training events per year.
HR:
- Maintaining record of sickness, absenteeism and leave within the admin team and communicating that as required to our finance administrator.
Essential Skills & Experience
Minimum 3 years’ experience in a senior administrative or office management role.
Proven ability to manage multiple priorities in a deadline-driven environment.
Experience in management of service improvement projects
Strong professional written and verbal communication skills.
Proficiency with CRM systems and workflow management tools.
Proficiency with digital systems (ideally including case management software).
High attention to detail and accuracy in document handling.
Ability to work independently and make decisions confidently.
Strong organisational skills.
Desirable Experience