Healthcare Administrator

Reports to: Deputy Administrative Lead

Salary: 25,000 per annum

Location: Basingstoke - Hybrid (with occasional travel to office as required)

Hours: 37.5 hours per week

Skylight Psychiatry is a forward thinking, dynamic mental health service. We are a CQC registered service delivering person-centred assessment, care and support, with our ultimate aim being to improve the lives of people with neurodevelopmental conditions such as ADHD, Autism and Learning disabilities.

Role Purpose

The Healthcare Administrator plays a vital role in supporting the smooth delivery of Skylight Psychiatry's assessment, diagnosis and treatment services for individuals with neurodevelopmental conditions, including ADHD, Autism and Learning Disabilities. The post holder will provide comprehensive administrative support across the patient journey, from initial referral through assessment, medication titration and discharge.

The role is responsible for coordinating appointments, managing waiting lists, supporting medication and titration pathways, maintaining accurate patient records, and acting as a key point of contact for patients, clinicians, GP practices and other healthcare professionals. The Healthcare Administrator will work closely with both administrative and clinical teams to ensure patients receive a responsive, efficient and compassionate service while adhering to confidentiality, information governance and safeguarding requirements at all times.

The post holder will contribute to the effective operation of Skylight Psychiatry by ensuring administrative processes are delivered to a high standard, supporting positive patient experiences, and helping patients progress through their care pathways in a safe, timely and well-coordinated manner.

Key Responsibilities

General Administration

• Respond to patient, GP and professional queries via telephone and email in a professional and timely manner.

• Maintain accurate and up-to-date records of enquiries, actions and outcomes.

• Process referrals, maintain waiting lists and support the organisation of referrals for discussion at relevant clinical meetings.

• Arrange appointment bookings for assessments and reviews, liaising with clinicians regarding availability and clinic schedules.

• Ensure clinicians are informed of appointment changes, cancellations and updates.

• Record risk-related information as directed by the clinical team.

• Prepare, collate and proofread reports produced by healthcare professionals.

• Support the preparation of Autism and ADHD diagnostic assessment reports, including questionnaire scoring (training provided).

• Take accurate minutes during meetings as required.

• Support the management team with ad hoc administrative tasks and projects.

• Provide on-call weekend administrative cover on a rotational basis, approximately once every five weeks.

• Adapt to changing service demands and provide support across administrative functions as required.

Medication and Titration Administration

• Triage and manage medication and titration inboxes, ensuring all correspondence is reviewed and actioned appropriately.

• Liaise with prescribers, clinicians and members of the multidisciplinary team to support safe and effective patient care.

• Manage and maintain medication waiting lists, ensuring records remain accurate, complete and up to date.

• Book and coordinate initial, follow-up and final titration appointments.

• Document appointment outcomes and maintain records of required actions and follow-up.

• Respond to patient queries relating to medication appointments, cancellations, non-attendance (DNA) and appointment changes.

• Escalate medication-related queries to duty prescribers, senior prescribers or other relevant team members when required.

• Send, monitor and follow up pre-titration forms and supporting documentation.

• Check that required physical observations, including blood pressure, pulse and weight measurements, have been received before medication appointments.

• Monitor patient engagement throughout the titration process and carry out appropriate follow-up actions where engagement concerns arise.

• Support patients through the administrative stages of the medication and titration pathway.

• Track patient progress through treatment and titration pathways, identifying delays, outstanding actions and potential concerns.

• Process shared care requests and monitor outcomes, including accepted, declined and outstanding requests.

• Prepare and send correspondence to patients, GP practices and other healthcare professionals.

• Support the administration of prescriptions and medication-related documentation while working within non-clinical role boundaries.

• Coordinate prescriber availability and support the efficient management of appointment capacity.

• Maintain accurate data across patient management systems, trackers, waiting lists and clinical databases.

• Support discharge and transfer processes following completion of titration.

• Work collaboratively with administrative and clinical teams to ensure patients progress through pathways efficiently and receive a high-quality service.Person Specification

Essential

• Excellent organisational and time management skills

• Minimum of 1 year administrative experience, ideally within a healthcare environment.

• Strong communication and customer service skills.

• Excellent telephone manner.

• High level of accuracy and attention to detail.

• Ability to prioritise workload and manage multiple tasks simultaneously.

• Proficiency in Microsoft Word, Excel and Outlook.

• Ability to work independently and as part of a team.

• Flexible, adaptable and willing to learn new systems and processes.

• Sensitive and understanding of the needs of neurodivergent individuals and their families.

• Professional, approachable and patient-focused attitude.

Desirable

• Experience of healthcare administration.

• Experience managing waiting lists, referrals or appointment scheduling.

• Experience supporting medication or titration pathways.

• Knowledge of ADHD, Autism and neurodevelopmental services.

• Experience using electronic patient management systems.

• GCSE-level education or equivalent.

Benefits:

· Opportunities for professional development and growth within the service

· Annual salary review

· 25 days annual leave.

· Pension scheme offered

· Birthday off as additional leave

· Work related electronic devices provided

Please submit both your CV and a cover letter outlining your reasons for applying for this role. Please note that due to the high volume of applications anticipated, we will be unable to contact all applicants individually unless shortlisted. If you have not been contacted within a month of submitting your application, please assume you have been unsuccessful on this occasion. Thank you.

At Skylight Psychiatry, we are committed to fostering a fair and inclusive workplace where everyone can thrive and reach their full potential. We recognise that diverse teams encourage creativity and productivity, so we warmly welcome applications from individuals of all backgrounds. We encourage candidates to apply regardless of age, gender, gender identity or expression, religion or belief, disability, ethnicity, or sexual orientation. Together, we create an environment that values and celebrates diversity!

Job Types: Full-time Permanent

Work Location: Hybrid remote in Basingstoke, RG24 8AG.