Clinical Administrator

The Wave Clinic. Luxury Residential Programs for Teenagers and Young Adults; Kajang Municipal Council; On-site; MYR 100,000 - 150,000; Full time

Job summary

A luxury residential program provider located in Selangor, Malaysia, is seeking a Clinical Administrator to support the clinical team and maintain communication with families. The ideal candidate will have exceptional people skills, outstanding organizational abilities, and experience in clinical settings. This role involves coordinating schedules, ensuring compliance with governance standards, and managing sensitive information. Join a compassionate team dedicated to providing high-quality care in a supportive environment.

Benefits

Opportunity for professional growth

Work within a high-quality clinical service

Be part of a compassionate, multidisciplinary team

Qualifications

• Exceptional people skills: warm, emotionally intelligent, calm, and professional.
• Outstanding organisational and time-management skills.
• Understanding of safeguarding principles and trauma-informed care.

Responsibilities

• Provide high-level administrative support to the clinical team.
• Coordinate clinician diaries, appointments, and reviews.
• Maintain regular communication with families, ensuring they are updated.
• Coordinate admissions and support discharge planning as needed.

Skills

Exceptional people skills

Outstanding organisational skills

Attention to detail

Confident written and verbal communication

Experience in clinical settings

Familiarity with clinical record-keeping systems

Job description

Director of Clinical Services, The Wave Clinic

Role Overview

The Clinical Administrator plays a central, trusted role within The Wave Clinic, acting as a key point of connection between our clinical team, young people, families, and operational staff. This role requires exceptional organisation, discretion, warmth, and professionalism, supporting the smooth running of clinical services while upholding the highest standards of confidentiality, safeguarding, and family communication.

The Clinical Administrator helps ensure that families feel informed, reassured, and cared for, while clinicians are supported to deliver exceptional therapeutic work.

Key Responsibilities

Clinical & Team Support

• Provide high-level administrative support to the multidisciplinary clinical team, including psychiatrists, psychologists, therapists, nurses, recovery coaches, and family practitioners.
• Coordinate clinician diaries, appointments, reviews, MDT meetings, and supervision schedules.
• Prepare and manage clinical documentation in line with governance and regulatory requirements.
• Support clinicians with the organisation, uploading, and maintenance of clinical notes and reports.

Family & Client Communication

• Maintain regular, compassionate, and professional communication with families, ensuring they are kept up to date with:
• Weekly schedules
• Clinical updates (as appropriate and authorised)
• Events, excursions, and programme changes
• Act as a calm and supportive first point of contact for families, reflecting The Wave’s values of warmth, respect, and clarity.
• Ensure communication is timely, accurate, and aligned with clinical boundaries and safeguarding policies.

Admissions, Arrivals & Transitions

• Coordinate arrivals, admissions, and transitions, working closely with the clinical, nursing, and hospitality teams.
• Assist with travel planning, including:
• Accommodation coordination (where required)
• Prepare admission packs and ensure all documentation is completed prior to arrival.
• Support discharge planning and onward referrals as required.
• Assist with the organisation and booking of excursions, off-site activities, and therapeutic outings, ensuring:
• Appropriate risk assessments are in place
• Parental permissions and documentation are completed
• Schedules are communicated clearly to families and staff
• Liaise with external providers, venues, and transport services as needed.

Confidentiality, Privacy & Governance

• Maintain absolute confidentiality at all times, handling sensitive personal, medical, and family information with discretion.
• Ensure compliance with:
• Clinical governance standards
• Internal confidentiality and privacy policies
• Manage records securely, accurately, and in accordance with The Wave’s clinical and legal frameworks.

Diary & Operational Management

• Manage shared diaries and schedules for clinicians, families, and programme activities.
• Coordinate meetings, reviews, and family sessions.
• Anticipate scheduling needs and proactively resolve conflicts.

Skills & Attributes

• Exceptional people skills: warm, emotionally intelligent, calm, and professional.
• Outstanding organisational and time-management skills.
• High attention to detail and accuracy.
• Ability to handle sensitive information with discretion and maturity.
• Confident written and verbal communication.
• Ability to work calmly in a fast-paced, emotionally complex environment.
• Strong alignment with The Wave’s values of care, integrity, safety, and excellence.
• Experience in clinical, healthcare, mental health, or therapeutic settings.
• Experience in family-facing or high-end service environments.
• Familiarity with clinical record-keeping systems.
• Experience working with international families and travel coordination.
• Understanding of safeguarding principles and trauma-informed care.

Professional Conduct

• Acts as an ambassador for The Wave Clinic, reflecting professionalism, empathy, and discretion at all times.
• Maintains appropriate boundaries while offering warmth and reassurance.
• Demonstrates respect for diversity, culture, and family systems.

Why Join The Wave

• Work within a high-quality, internationally recognised clinical service.
• Be part of a compassionate, multidisciplinary team dedicated to young people and families.
• Contribute meaningfully to life-changing care in a beautifully designed, values-led environment.
• Opportunity for professional growth within an expanding international organisation.