Clinic Operations & Workforce Coordinator

HealthHarmonie; Birmingham; On-site; GBP 26,000 - 38,000; Full time

Job summary

HealthHarmonie, part of Medinet Group, is seeking a proactive Clinic Coordinator to join the Group Operations team in the UK. The role combines clinic coordination, workforce planning, clinician engagement, administration and customer support in a fast-paced healthcare environment.

You will work with Consultants, Nurses and other healthcare professionals to ensure clinics are effectively resourced and delivered, with staffing models aligned to service needs and upcoming clinics.

Qualifications

• 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.

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 escape 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.
• Support 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.
• Assist 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.
• 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.
• 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.

Skills

Verbal & written communication

Customer service

Organisation & time management

Prioritisation & urgency

Telephone manners

Compassionate approach

Relationship building

Staff motivation

Attention to detail

IT systems aptitude

Job description

HealthHarmonie, part of Medinet Group, is seeking a proactive Clinic Coordinator to join the Group Operations team in the UK. The role combines clinic coordination, workforce planning, clinician engagement, administration and customer support in a fast-paced healthcare environment.

You will work with Consultants, Nurses and other healthcare professionals to ensure clinics are effectively resourced and delivered, with staffing models aligned to service needs and upcoming clinics.