Clinic Coordinator

HealthHarmonie; Sutton Coldfield; On-site; GBP 28,000 - 38,000; Full time

Job summary

HealthHarmonie, part of Medinet Group, is seeking a proactive Clinic Coordinator to join our Group Operations team in the UK. The role supports Minds, Insourcing and Community services, coordinating clinical teams, workforce planning and administration to ensure clinics run smoothly.

You will work with Consultants, Nurses and healthcare professionals, manage busy schedules, identify staffing requirements up to weeks ahead, and help deliver seven-day service delivery through on-call rotation.

Qualifications

• Experience in healthcare, NHS or customer service environment.
• Ability to manage multiple priorities and meet deadlines.
• Proficient with IT systems and quick to learn new software.

Responsibilities

• Coordinate clinical teams across Minds, Insourcing and Community services according to business requirements.
• Ensure staffing models are accurate and placed in a timely manner, up to 12 weeks ahead.
• Schedule clinics, assessments, procedures and virtual services.
• Support clinician engagement and recruitment to build a strong workforce pipeline.
• Coordinate mobilisation of new contracts and ensure training and IT access before go-live.
• Assist with clinic administration, reporting and documentation throughout the service lifecycle.
• Build and maintain positive relationships with internal and external stakeholders.
• Support on-call rota to enable seven-day service delivery.

Skills

Communication

Customer service

Organisation

Time management

IT skills

Stakeholder engagement

Job description

Hours: Full time, Monday to Friday

Working Hours: 7am to 3pm, 9am to 5pm or 11am to 7pm

Department: Operations

About Medinet Group

Medinet Group is a dynamic healthcare organisation committed to delivering high-quality clinical services across the UK. Our integrated businesses - Medinet (insourcing), HealthHarmonie (community specialist services), and HealthHarmonie Minds (mental health and wellbeing services) - work collaboratively with NHS and healthcare partners to improve patient access, reduce waiting times, and drive innovation in healthcare delivery.

Our ADHD Continuing Care Service supports patients once they have successfully completed their titration pathway, ensuring they continue to receive safe, effective, and responsive care throughout their treatment journey. We are seeking an experienced and motivated Team Leader to lead our operational team, ensuring patients remain supported regardless of whether Shared Care has been accepted or declined.

About The Role

We are looking for a proactive and highly organised Clinic Coordinator to join our Group Operations team.

This is a group wide role, supporting our Minds, Insourcing and Community services according to business demand and operational priorities. You will play an important role in coordinating clinical teams and ensuring our services are effectively resourced and delivered.

You will work closely with Consultants, Nurses and other healthcare professionals, as well as internal teams, NHS stakeholders and customers. The role combines clinic coordination, workforce planning, clinician engagement, administration and customer support, making it ideal for someone who enjoys working in a fast paced environment where priorities can change quickly.

A key part of the role will involve proactively identifying and engaging with clinicians to support current and future workforce requirements. You will also coordinate clinical teams for upcoming clinics and ensure all relevant administration and documentation is completed throughout the service lifecycle.

Key Responsibilities

• Coordinate clinical teams across Minds, Insourcing and Community services according to business requirements
• Ensure contracts are appropriately resourced and clinical teams are placed in a timely manner, ideally up to 12 weeks ahead
• Schedule clinical teams for upcoming clinics, assessments, procedures and virtual services
• Ensure staffing models are accurate and aligned with service requirements
• Monitor resourcing levels and proactively identify and elevate any potential gaps or risks
• Communicate with Consultants, Nurses and other clinicians regarding availability, requirements and placements
• Support proactive clinician engagement and recruitment to build a strong workforce pipeline

New Business and Mobilisation

• Support the Customer Account Manager with the mobilisation of new contracts
• Help ensure suitable clinical teams are identified and in place ahead of service launch
• Coordinate the collection of relevant documentation, including clinician CVs and customer approvals
• Ensure clinical teams have completed the required training and have appropriate IT access before services go live
• Support the Customer Account Manager with ad hoc mobilisation requirements

Clinic Administration

• Support the Admin Assistant team with clinic administration during busy periods or staff absence
• Assist with clinic reporting, correspondence, results, clinic verification and inbox management
• Ensure relevant information is accurately recorded and communicated
• Support the smooth delivery of clinics and services from planning through to completion

Customer and Stakeholder Management

• Build and maintain positive relationships with internal and external stakeholders
• Share key workforce and resourcing information with customers and Customer Account Managers
• Work closely with Sales, Finance and Operations teams to support effective service delivery
• Escalate operational risks, issues and opportunities to the appropriate management team
• Provide relevant management information and insights to support operational decision making
• Participate in an on call rota to support seven day service delivery

Business and Operational Support

• Support the Senior Leadership Team with proposals, renewals and new business opportunities
• Provide administrative support for bids, tenders and framework based opportunities
• Assist with internal operational reports and audits
• Ensure internal systems and records are kept accurate and up to date
• Ensure clinical staff pay systems are updated promptly
• Follow all relevant internal processes and procedures
• Support the development and sharing of best practice across the Operations team
• Draft and proofread internal and external communications where required

About You

You will need to be comfortable managing multiple priorities, working to deadlines and responding quickly when operational requirements change. A strong customer service mindset and a calm, reassuring approach are particularly important given the healthcare environment.

Essential Skills And Experience

• Excellent verbal and written communication skills
• Strong customer service skills
• Excellent organisation and time management
• Ability to prioritise workload and respond to urgent requirements
• Confident telephone manner
• Compassionate and patient focused approach
• Ability to build positive relationships with colleagues, clinicians and customers
• Ability to support and motivate staff
• Strong attention to detail
• Confident using IT systems and able to learn new systems quickly

Essential Knowledge

• Experience working within a healthcare, NHS or customer service environment

What We Are Looking For

• Organised and efficient
• Proactive and action focused
• Patient and customer focused
• Calm and reassuring
• Motivated and reliable
• Comfortable working in a fast paced environment
• Able to build strong relationships with a wide range of stakeholders

Equality, Diversity and Inclusion

We are committed to creating a working environment where everyone is treated with dignity, respect and fairness.

All employees have a responsibility to support an inclusive workplace that is free from harassment and discrimination and to treat colleagues, customers and patients with respect, regardless of age, disability, gender, gender identity, marriage or civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.

Safeguarding is fundamental to the success in all that we do. The organisation follows a Safer Recruitment process for all roles. Successful candidates will be subject to proportionate background, DBS, and reference checks as required.

We are committed to safeguarding and promoting the welfare of all service users in line with statutory guidance, including the Mental Capacity Act 2005, ensuring that individuals are supported to make their own decisions wherever possible and that appropriate best interest decisions are made when required.

We welcome applications from anyone regardless of age, disability, gender, race, or ethnic and national origins, religion or belief, or sexual orientation.