Clinical Services Administrator

We are a growing, dynamic team looking to appoint a Clinical Services Administrator to work 22.5 hours per week, in person, at our offices co-located at Ham Green House in Pill, just outside Bristol, set within beautiful restorative gardens. Parking is free, bus connections work well and covered bike storage is accessible.

The post holder is the main point of contact for enquiries, patients and service users and works closely with our Clinical Services Manager and Integrative Clinical team to manage and co-ordinate our range of services, providing administrative support to ensure the effective and efficient delivery of NCIM’s one-to-one and group services.

Contract: permanent
Hours: 22.5 hours per week (please note this will be Mondays, Thursdays and Fridays)
Salary: £16,087.50 (pro-rata), (£26,812.50 full-time) 
Benefits: flexible working hours (must cover core clinic times), workplace pension, 20% discount on NCIM services, free parking 

As part of the application process, please submit a short paragraph on ‘What Integrative Medicine means to me and does it have a role in future sustainable healthcare models?’, together with your CV and covering letter to our BDOM: chantal.enders@ncim.org.uk  

Application deadline: Thursday 20 February 2025
Interview date: Friday 28 February 2025
Attached: Job Description + Person Specification  

Overview

The National Centre for Integrative Medicine (NCIM) is a not-for-profit social enterprise with a vision to support the transformation of healthcare to a broader Integrative Medicine (IM) model that combines conventional, lifestyle and holistic approaches to improve health and wellbeing, for clinicians, clients, and communities.

NCIM has four pillars of delivery:

• Wellbeing: Consultations and courses with our Integrative Clinical team, online and in-person
• Education: IM qualifications and CPD for healthcare professionals
• Community: Creating social impact through funded workshops and patient bursaries
• Membership: Transforming healthcare together through our NCIM Membership

Our wellbeing and community services support access to a wide range of integrative healthcare approaches with a multidisciplinary Integrative Clinical team. Fundraising activities and partnerships with like-minded charities means we can offer low-cost and free-to-access courses (dependent on funding available).

Education is also a key part of NCIM’s mission to create change. As an accredited teaching centre, we deliver a range of education programmes for healthcare professionals, including a 2-3 year master’s Level 7 Diploma in Integrative Healthcare, 1-day Integrative Healthcare Forums, Student Choice Placements with medical undergraduates, and Foundation and Advanced Training in Medical Homeopathy.

In 2023, NCIM started working in strategic partnership with the Health and Wellbeing Trust (HWT), a charity that is passionate about widening access to Integrative Healthcare and shares many of NCIM’s values. Together, we are fundraising and working with partnership organisations to activate the eLearning platform which offers a range of accredited Integrative Healthcare courses, with the aim of being the go-to platform for healthcare professionals and interested members of the public who want access to affordable, high-quality, accredited courses with experts in their field.

Job Purpose

The Clinical Services Administrator provides administrative support to ensure the effective and efficient delivery of NCIM’s 1:1 and group healthcare services.

The post holder is the main point of contact for enquiries, patients and service users and works closely with our Clinical Services Manager and Integrative Clinical team to manage and co-ordinate our range of services, providing administrative support to ensure the effective and efficient delivery of NCIM’s one-to-one and group services.

This post reports to the Business Development and Operations Manager and works alongside the Chief Executive, Finance Manager, Marketing Managers, Academic Administrators and the wider healthcare team.

Key Responsibilities

To work alongside the Clinical Services Manager to:

1. Provide first point of contact for patients and respond to telephone and email enquiries.

2. Facilitate NCIM’s clinical services:

• manage enquiries for in person and online appointments
• operate the practice management system
• prepare clinic notes and prescriptions
• ensure treatment rooms are prepped for associate therapists
• administrate clinical course bookings, including webinars
• support evaluation process for clinics as well as patient feedback
• facilitate patient bursary applications
• generate invoices, take/check/ chase payments

3. Maintain administrative systems to support the NCIM office.

Whilst the purpose of this role should remain constant, the duties and responsibilities may vary according to the needs of the organisation. The job holder should therefore retain a flexible approach to the duties and responsibilities and be prepared to undertake such tasks as may be required.