Clinical administrator

IKCA Gear; Sittingbourne; On-site; GBP 24,000 - 27,000; Part time

Job summary

A children's therapy organization in Sittingbourne seeks an organized and communicative administrative professional to support clinical operations. This role involves managing schedules, organizing meetings, and ensuring efficient service delivery. The ideal candidate will have NVQ Level 3 in administration and excellent IT skills. Emphasizing work-life balance, the organization offers flexible work arrangements and opportunities for professional development. Join a caring team committed to improving children's lives.

Benefits

Flexible working options

Professional development opportunities

Pension schemes available

Qualifications

• Experience in administration relevant to healthcare.
• Familiarity with diary management and minute taking.
• Strong IT skills including spreadsheets and databases.

Responsibilities

• Support clinicians with daily operations of the service.
• Organise meetings, events, and diaries for team members.
• Ensure efficient operation systems for the service.

Skills

Organisational skills

Communication skills

IT skills

Customer service skills

Education

NVQ level 3 in administration or equivalent experience

Numeracy and literacy level 2 or equivalent

Tools

Microsoft Office

Job description

Job Summary

If you answered yes, we've got the perfect role for you!

• Do you want to be part of a friendly and caring team?
• Are you good at organising and collating information?
• Are you innovative and creative in setting up new systems and processes?

We are looking for someone to be a key member of this small and friendly children's therapy team in this new role, providing clinical administrative services, data management and support to the clinical team. Working to help organise a smooth and efficient service for our children and young people. A perfect role for someone with excellent organisational, communication and IT skills.

Main Duties

• Supporting clinicians with organisation and day to day running of our multidisciplinary service for the children and young people of Sittingbourne and Sheppey.
• Organising meetings/events/diaries for the team, including agenda setting, taking minutes and follow up actions.
• Supporting clinicians and managers with ordering of equipment and supplies.
• Supporting managers with recruitment, local induction, and the associated administration as well as other workforce support tasks.
• Maintaining effective systems to ensure the service operates efficiently.
• Supporting the clinicians with reporting and updating the organisations database.

About Us

• This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder.
• We encourage staff to get involved in exploring new ways of working and service development.
• We'll provide well established, in‑service training, one‑to‑one supervision, and appraisals with regular support.
• You’ll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.

Small Print

• Informal visits can be arranged on request.
• Working at alternative sites may be required from time to time.
• We will offer you the choice of two pension schemes; the NHS Pension scheme and the Scottish widows group pension scheme.
• MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.

Job Details

• Date posted: 03 December 2025
• Pay scheme: Agenda for change
• Band: Band 3
• Salary: £24,937 to £26,598 a year pro rata
• Contract: Permanent
• Working pattern: Part-time
• Reference number: 813-248-1225-LR
• Job locations: Orchards, Attlee Way, Sittingbourne, ME10 2HE

Job Responsibilities

• Provide a professional and courteous service to a range of customers, liaising with patients/clients, carers, families, health professionals and other organisations.
• Respond appropriately to unexpected and challenging situations which may include contact with patients or staff in emotional situations, maintaining a calm and professional approach.
• Give non‑clinical advice and signposts appropriately, e.g. to clinical colleagues.
• Escalate issues and risks to line manager as appropriate.
• Liaise with colleagues, patients/clients and/or external contacts regarding complex messages and patient queries, including sensitive information.
• Adapt communication and use different communication methods according to diverse range of patient/client/customer needs and situations.
• Responsible for the creation of written and electronic templates.
• Maintain awareness of developments/priorities at work.
• Engage with the IT helpdesk and configure for letters testing and letter rejection.
• Communicate and coordinate with other agencies present in the building.
• Educated to NVQ level 2 or equivalent.
• Experience of office procedures/customer care.
• ECDL or equivalent knowledge of IT applications.
• Make judgments involving facts/situations, sometimes requiring analysis of information.
• Prioritise workload and make appropriate level decisions such as when to escalate and ensure this is done in a timely manner.
• Maintain records relating to medical devices and/or other equipment.
• Create and maintain accurate records and documents in line with documentation and confidentiality guidelines.
• Collate and input data using various systems, produce reports and charts.
• Participate in and support the collation of data for surveys and audits as required.
• Prioritise own work to meet deadlines in conjunction with colleagues and prioritises on‑going work with guidance.
• Support the childrens therapy team leads with timely induction plans for new staff and collection of equipment when staff leave the organisation.
• Support the clinicians with reporting and updating the organisations asset register.
• Work with rostering leads to create team rotas, resolve conflicting diary appointments/schedules.
• Organise meetings/events/diaries for others, including agenda setting, taking minutes and follow up actions.
• Support the organisation needs and processes with archiving.
• Support managers with recruitment campaigns and associated administration.
• Maintain effective systems to ensure the service operates efficiently.
• Support clinicians with organisation of multidisciplinary appointments and workshops.
• Use telephony and IT equipment on a regular basis.
• Standard keyboard skills.
• Transport equipment and stationery and supplies as required.
• Primarily work with clinicians but also regularly converse with patient parents and carers via telephone or email.
• Recognise that patients care is a priority and ensure that patients are always given assistance, treating others with courtesy and respect.
• Pass patient related messages to clinicians to prevent delays to patient engagement and care.
• Follow standard operating procedures (SOPs) and policies and contribute ideas for service and process improvements.
• Responsible for small expenditure amounts and ordering stationery / equipment / supplies within delegated authority.
• Complete purchase orders, ensuring timely placement and receipt.
• Assist clinicians with equipment management – ordering, stock control and receipting.
• Submit pay returns for approval by strategic leadership team for the childrens therapy team.
• Maintain own training in line with MCH policy.
• Support HR processes for the childrens therapy team.
• Complete termination forms and change forms for the INT pillar.
• Accurately enter data/process information using appropriate IT systems.
• Transcribe/copy type information provided by others.
• Manage information either electronic or paper based.
• Participate with the clinical team in prescription pad audits.
• Support the clinicians with the collation of results of the medications audit.
• Plan and organise workload, reporting to line manager on key tasks and guided by defined policies and procedures.
• Work as part of a team for the childrens therapy team.
• Deputise for other administration colleagues as appropriate.

Person Specification

• Essential Qualifications:
  • NVQ 3 in administration, or equivalent demonstrable experience.
  • Numeracy and literacy level 2 qualification or equivalent demonstrable skills.
  • Willingness to undertake training required for the role.
• Essential Experience:
  • Administration work relevant to the position applied for.
  • A range of administrative processes (typing, minute taking, photocopying, scanning, filing, mail management, greeting visitors).
  • Diary management.
• Desirable Experience:
  • Working in a health/social care or service‑oriented organisation.
  • Experience of children with additional/complex needs.
• Essential Knowledge:
  • How to handle information confidentially and securely.
  • How to collate and produce data/information in a reader friendly way.
• Essential Skills:
  • Range of IT skills including electronic communication, text processing, spreadsheets and databases.
  • Ability to communicate calmly and professionally with patients/clients/visitors/others who may demonstrate challenging behaviour.
  • Ability to use a range of office equipment, with training.
  • Administration skills relevant to the role.
  • Ability to prioritise time and tasks.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

Employer Details

Medway Community Healthcare

Orchards, Attlee Way, Sittingbourne, ME10 2HE