Clinic Coordinator

Clinic Coordinator

Working pattern: Monday to Friday

Hours: 8am to 4pm, 3 days per week in the office, and 12pm to 8pm, 2 days per week working from home

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.

About the role

We are looking for an organised and reliable Clinic Coordinator to join our Clinical Liaison team.

The role is focused on coordinating clinician availability and clinic diaries across our services. You will work closely with clinicians and internal teams to make sure availability is accurately recorded, clinics are scheduled correctly and any changes or cancellations are actioned quickly.

You will be working across multiple systems and managing a range of administrative tasks, so attention to detail and the ability to manage changing priorities are important. The role also involves regular communication with clinicians, so you will need to be confident, clear and professional when explaining processes, responding to queries and following up on outstanding information.

This is a fast paced role where service requirements can change at short notice. We are looking for someone who can stay organised, prioritise effectively and respond quickly when things change.

Key responsibilities

Clinician and clinic coordination

• Gather and manage clinician availability for upcoming clinics

• Ensure clinician availability is accurately recorded on internal systems

• Schedule and maintain clinic diaries in line with clinician availability

• Proactively update clinic diaries for annual leave and other planned absences

• Action full and partial clinic cancellations promptly

• Update clinic diaries when clinicians are unavailable due to sickness or other short notice changes

• Ensure clinic diaries accurately reflect the availability provided by clinicians

• Respond to clinician queries and requests to change their clinic diaries

Administration and systems

• Maintain accurate information across multiple internal systems

• Ensure relevant systems are updated in a timely and accurate manner

• Update pay systems to ensure clinician activity is accurately recorded

• Support clinic administration, including reporting, clinic verification and inbox management

• Follow internal processes and procedures consistently

• Support with operational reports, audits and general administration when required

• Provide additional administrative support to the wider team during busy periods or staff absence

Communication and stakeholder support

• Communicate regularly with clinicians regarding availability, clinic changes and operational updates

• Explain processes and system requirements clearly and professionally

• Work closely with internal teams to ensure information is communicated accurately and promptly

• Support effective communication between clinicians, patients and internal teams where required

• Escalate any issues or operational risks to the appropriate team member

• Build positive and professional relationships with clinicians and colleagues

About you

We are looking for someone who is:

• Highly organised and reliable

• Confident communicating with people over the phone, email and other communication channels

• Comfortable working across multiple systems at the same time

• Able to manage multiple tasks and prioritise effectively

• Comfortable working in a fast paced environment where priorities can change at short notice

• Accurate and detail focused

• Proactive and willing to take ownership of tasks

• Customer service focused with a professional and reassuring manner

• Able to remain calm when dealing with changes, queries or competing priorities

• Comfortable working independently while also contributing to a wider team

Experience

Experience in a similar coordination or administration role would be beneficial. This could include experience in:

• Clinic coordination

• Scheduling

• Healthcare administration

• Hospital administration

• Patient coordination

• Workforce or resource scheduling

• Waiting list management

• Customer service or administration roles involving multiple systems

Healthcare experience is desirable but not essential. More importantly, we are looking for someone with strong organisation, communication and administration skills who can learn our systems and processes quickly.

Working pattern and location

The working pattern is Monday to Friday:

• 3 days per week: 8am to 4pm, working from the office

• 2 days per week: 12pm to 8pm, working from home

Parking is available nearby.

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.