Clinical Administrator - North Yorkshire Horizons

Spectrum Community Health CIC; Harrogate; On-site; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Access to NHS Pension

Time for you day (additional day off)

Refer a friend scheme

Training and Development opportunities

Flexible Working

Employee Assistance and Health and Wel

being programmes

Up to 33 days annual leave

Job summary

Spectrum Community Health CIC in Harrogate is seeking a Clinical Administrator (NHS AfC: Band 3) for North Yorkshire Horizons. The role provides administrative and clerical support to the clinical team, ensuring data quality, prescription coordination, and KPI adherence.

The post requires travel between hubs, scheduling clinics, safeguarding training, and maintaining smooth operation of administrative processes across multiple sites in North Yorkshire.

Qualifications

• NVQ 3 in Business Administration or equivalent.
• Experience in administrative environments with confidential data.
• Proficient use of MS Office and System1 Clinical Information System.

Responsibilities

• Act as the first point of contact for prescriptions and stationary within the service.
• Coordinate prescription generation and changes to scripts with clinical input.
• Manage clinical team rotas and booking systems, providing admin support.
• Take minutes and support meetings; maintain documentation and audits.
• Travel to site hubs as required and support safeguarding training adherence.

Skills

Clear communicator

Data entry

Telephone skills

Teamwork

Administrative planning

Education

NVQ Level 3 in Business Administration

Tools

System 1 Clinical Information System

Microsoft Office (Word/Excel/Outlook/Teams)

Job description

Main area Substance Misuse Clinical Administrator Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 847-RM-26-V988

Employer Spectrum Community Health CIC Employer type Public (Non NHS) Site Harrogate Town Harrogate Salary £25,760 - £27,476 per annum Salary period Yearly Closing 03/11/2026 23:59

Clinical Administrator - North Yorkshire Horizons

NHS AfC: Band 3

Job overview

Working within the North Yorkshire Horizons (NYH) the post holder will provide administrative and clerical services to the clinical team.

• Providing administration support to the clinical team, working closely with the Senior Clinical Administrator ensuring data, quality and prescription compliance is maintained at a high quality.
• Utilising reports to ensure effective co‑ordination; the production, signing and distribution of prescriptions for allocated hubs. Liaising between the clinical team, clients and pharmacies as needed to ensure an auditable trace of prescribing directive.
• To support the senior clinical administrator in ensuring compliance against key performance indicators and audits as requested.

The post holder will be based in Harrogate whilst managing Skipton and Selby remotely but will be required to travel to the other hubs occasionally and other Spectrum Community Health CIC or Waythrough sites. The post holder will be expected to undertake safeguarding training (Children and Adults) appropriate to their role and adhere to policies and procedures relevant to the area they work in.

Main duties of the job

Act as the first point of contact within the service for actions and discussions around prescriptions and controlled drug stationary.

The co‑ordination of batching prescriptions, this involves running reports and using this information to generate prescriptions, organise the signing of prescriptions and the distribution to community pharmacies.

Manage the clinical team rotas and booking systems, offering administrative support to clinicians as required.

Adding clinical rotas to System 1 and ensuring the smooth running of clinics across the hubs.

Provide guidance and advice to patients around prescription or appointment queries, including being able to manage de‑escalation process for patient if they are exhibiting signs of stress.

The running of reports and completion of audits.

Attendance at meetings and minute taking.

To be responsible for good housekeeping, ensuring that equipment, stock levels and general stationary supplies are maintained at an adequate level.

The ability to prioritise and self manage time effectively, to ensure deadlines are met.

Working for our organisation

BE THE DIFFERENCE IN HEALTHCARE

Join our team

We’re looking for passionate individuals to join our diverse and innovative team.

Whether you are starting out in your healthcare journey or are an experienced healthcare professional looking for a new challenge we’ve got a role for you!

• Access to NHS Pension
• Time for you day (additional day off)
• Refer a friend scheme
• Training and Development opportunities
• Flexible Working
• Access to Employee Assistance and Health and Wellbeing programmes
• Up to 33 days annual leave

We have an ambition to become a truly lived experience inclusive employer, changing how we approach staff experience and value personal stories our colleagues bring with them.

We welcome applications from everyone, including applicants with lived experience, those who belong to LGBTQIA+ Community and are Lesbian, Gay, Bisexual, Transgender, Queer (or questioning), Intersex and Asexual, people with a disability, neurodivergent applicants and people from Black, Asian and Minority Ethnic (BAME) backgrounds.

Spectrum Community Health CIC provides a range of award-winning healthcare services on behalf of the NHS, Local Authority Public Health services, and other partners across substance misuse, sexual health, and health and justice settings. As a not‑for‑profit social enterprise and Community Interest Company our focus is centred on people – our patients, service users, staff and partners.

Detailed job description and main responsibilities

KEY RESPONSIBILITIES

1. Communication and Relationships

• Act as the first point of contact within the service for actions and discussions around prescriptions and controlled drug stationary.
• Understand the need for adhering to confidentiality and professional boundaries at all times.

2. Analytical Data and Information

• Develop communication process for partnership organisations and key stakeholders within the NYH area and any area Service users are transferred to or from.
• To be analytical in their work to be able to identify errors, analyse processes internal and to ensure interface with community pharmacies, GP’s are maintained at a high level. Develop robust auditable systems that meet CQC standards and maintain IG protocols.
• To attend meetings and take minutes when required.
• Understand and appreciate performance indicators (KPI) within the agencies and assist with the collection and presenting of data, which provides evidence that performance indicators have been met.
• Interpret data shared from Humankind quality team around Spectrum KPIs, and enable clinical staff to be compliant by maximising quality data imputing into S1. Manage that imputing and with discussions with clinical lead amend missing dat or template on S1 to provide most accurate data possible.

3. Planning and Organisational Work

• Be able to provide and receive complex information to be able to lead and co‑ordinate the administration of prescription generation and changes to scripts in line with clinical reviews with support from the clinical team.
• Ability to manage own workload prioritising need against day to day work tasks, be able to respond to queries in a timely and agile manner.
• Manage the clinical team rotas and booking systems, offering administrative support to clinicians as required.
• To assist the team in the coordination and development of events and specific projects.

4. Patient/Client Care

• To identify, facilitate and organise the use of satellite sites for service provision with North Yorkshire.
• Establish and maintain effective working relationships with colleagues and external agencies. Manage Batch prescribing and the administration to support that process or postage trail. Maintaining accurate and timely S1 records
• Understand and be able to work to a quality assurance system.
• To be responsible for good housekeeping, ensuring that equipment, stock levels and general stationary supplies are maintained at an adequate level.
• Work flexibly across operational sites as required, both in terms of work base and working hours as necessary. Some evening and weekend work may be necessary and to travel between various spectrum and humankind sites. Have access to own vehicle and be willing to utilise that vehicle for work.
• Provide guidance and advice to patients around prescription or appointment queries, including being able to manage de‑escalation process for patient if they are exhibiting signs of stress.

Education/training

• NVQ 3 Business Administration

Knowledge and experience

• Demonstrable experience of working in an administrative environment and working with computerised data systems.
• Understanding of confidentiality and the associated legal and policy requirements.
• Working knowledge of Microsoft including Word, Excel, Outlook and Teams
• Knowledge of System 1 Clinical Information System
• Administrative experience in a clinical environment.
• Experience of minute taking
• Experience of working in a health care environment.
• Experience of working in substance misuse

Personal Qualities

• Non-judgmental attitude treating others with courtesy and respect at all times
• Able to remain calm and productive under pressure.
• Able to maintain a professional engagement with people who are distressed, angry or verbally agitated.
• Able to travel to sites as required

Skills

• Clear communicator with good writing, data entry and telephone skills
• Ability to work effectively as part of a team

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 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.