Medical Office Admin jobs

Company Description

Synthesis Clinic is a specialist-led healthcare practice that blends cutting-edge precision medicine with evidence-based nutrition, lifestyle, psycho-emotional wellbeing, and complementary therapies. Founded by Dr Nina Fuller-Shavel, the clinic is renowned for its award-winning, personalised approach to integrative cancer care. With a focus on empowering clients through expertise and empathy, Synthesis Clinic supports individuals across the UK via online services and is based in Berkshire. The team is dedicated to delivering comprehensive, patient-centred care in an innovative and supportive environment.

Role Description

This hybrid role as a Clinic Coordinator and Research Administrator at Synthesis Clinic will involve managing day-to-day clinic operations and research administration taskss largely remotely with some on-site work in Reading.

Key responsibilities include coordinating patient, client and research appointments, maintaining accurate records, and ensuring smooth communication between patients, healthcare providers, and other team members. The role also includes providing exceptional customer service, assisting with clinic organisation, and supporting the team in delivering an outstanding patient experience.

Please note that the role is suitable for UK-based applicants only with full rights to work in the UK.

£20-25 per hour, self-employed contract (employed options may be explored for the right candidate with salary DOE)

3 working days/week with at least one day a week on-site (4 day and full-time options may be available for the right candidate).

Clinic Coordinator Job Responsibilities

Job responsibilities include, but are not limited to:

• Answering incoming phone calls, emails and in-person enquiries about the service in a clear, confident manner
• Providing appropriate and accurate information about the clinic’s services to new enquirers and assists new clients with the onboarding process to our clinical software portal (currently: FunctionF365)
• Triaging new enquiries with the Medical Director as needed to create the right care package and pathway for patients/clients
• Supporting the patient/client through their care pathway and act as contact point between the clinicians and patients/clients during the duration of their care at Synthesis Clinic
• Liaising with the clinical software support team regarding any issues on our clinical portal
• Assisting patients/clients with any issues on their clinical portal and escalate any ongoing technical problems to the Practice Manager and/or Medical Director.
• Clinician diary management including monitoring necessary paperwork (intake forms, PROMs/PREMs) which need to be completed prior to the appointment and ensuring test results are received
• Liaising with laboratories including organising phlebotomy / courier logistics as required
• Discussing any patient/client queries with relevant clinicians and escalate complaints to the Practice Manager and/or Medical Director promptly and as per complaints policy
• Scheduling meetings for relevant clinicians when required
• Taking part in regular team meetings with administrative staff and the Practice Manager, including preparing any reporting, such as enquiry and conversion spreadsheets
• Supporting logistical management of the mobile integrative oncology (IO) nursing network if/as necessary, working closely with the Mobile IO Nursing Lead
• Preparing for and documenting any MDT (multidisciplinary team) meeting decisions within the general clinic paperwork and patient EHR (electronic healthcare record), as well as actioning any items that have been assigned to the clinic coordinator, such as bookings, tests, letters etc.
• Being able to proactively troubleshoot problems (client/patient & IT/ technical issues) and resolve these problems in a professional and diplomatic manner. Where necessary escalate to the Practice Manager and Chief of Staff for further support.
• Performing any other reasonable administrative duties as directed by clinical staff and management
• Ensuring GDPR and CQC compliance and regulations are always in place within the organisation and actively supporting implementation of all of Synthesis Clinic’s Standard Operating Procedures (SOPs) and policies
• Keeping up to date with the statutory and mandatory training as required for the administrative role
• Assisting the Practice Manager and Medical Director with audits when required.
• Assisting in writing materials for the clinic website and promotional tools as necessary

An additional responsibility for this role lies in laboratory management for those who wish to apply to this role with a Biomedical Sciences background:

• Reviewing blood test results coming in for patients and escalating any critical results to Medical Director or duty doctor for same day action
• Researching laboratory providers/partners for specific testing requirements and doing the initial vetting
• Confirming pre-analytical, analytical, logistical and administrative requirements for laboratories
• Supporting logistical requirements for phlebotomy delivered through our mobile nursing network
• Working together with the Medical Director and Practice Manager on pricing laboratory tests for Synthesis Clinic patients and monitoring margins to support financial sustainability
• Collaborating with the Chief of Operations and/or Chief of Staff to onboard any new laboratory partners, following the approval from the Medical Director and signing of SLA or other agreement, including administrative and logistical processes and information provided to clinical staff
• Developing and maintaining efficient laboratory testing services delivered to patients and supplier relationships under the guidance from the Medical Director

Research Administrator roles and responsibilities

1. Research Involvement

Collaborate and support research team members to ensure seamless execution of study protocols and delivery of delegated duties. Conduct population health searches and identify suitable cohorts of potential recruits for current studies. Actively contribute to research studies by providing engagement and support to participants, assisting in data collection, and study tasks under the guidance of the research team or as delegated by the Principal Investigator.

2. Administrative Support

Provide comprehensive administrative support for research projects, including scheduling meetings and clinics, booking participants, managing calendars, and coordinating study timelines with the team. Maintain accurate and organised documentation of research activities, records and communications, archiving. Manage associated logistics for clinics and studies, including consumables.

3. Communication and Collaboration

Be the key point of contact for study teams. Facilitate effective communication between Participant, research team members, study teams, clinical research networks etc. Support coordination of the site team to aid completion of data queries, adverse event reports, preparations for data locks and sign off. Engage with website, social media and marketing team to share news of research studies. Participate in meetings to forge new collaborations and opportunities which will attract more research studies in integrative oncology.

4. Compliance and data management.

Monitor and maintain compliance by the team with study protocols and regulatory guidelines throughout the research process. Collaborate with team members to support data-related activities, including data collection, monitoring checks (e.g. temperature monitoring), policies, protocols to support study delivery. Ensure data integrity and security throughout the research process working in collaboration with the Research Manager.

Person Specification

Qualifications

Higher education achievement in health sciences, public health, business administration or equivalent experience.

Experience

Proven experience in healthcare administration and ideally in the research setting, including administrative roles.

Skills

Excellent organisational and time-management skills. Strong written and verbal communication skills. Ability to work independently and collaboratively. Excellent attention to detail and accuracy. Proactive and solution-oriented approach. Ability to handle sensitive information with confidentiality. Flexibility and adaptability in a fast-paced environment. Strong interpersonal skills with the ability to build effective working relationships. Ability to communicate effectively with individuals from diverse backgrounds.

Pay: £20.00-£25.00 per hour

Ability to commute/relocate:

• Reading, Berkshire: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• Please outline your healthcare background (either as a provider or in administrative roles).
• Please outline any research or clinical audit experience you may have.

Experience:

• healthcare administration: 3 years (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: Hybrid remote in Reading