ADHD Support Administrator

Job Purpose The ADHD Service Administrator is responsible for coordinating the administrative functions of the Adult ADHD Assessment, Diagnosis and Treatment Service, ensuring patients progress safely and efficiently through the diagnostic and treatment pathway. The postholder will provide high-quality administrative, operational and governance support to the Consultant Psychiatrist, multidisciplinary team and operational management, ensuring the service complies with: NICE NG87 NHS England Right to Choose requirements UK GDPR Data Protection Act 2018 NHS Records Management Code of Practice Controlled Drugs governance CQC Fundamental Standards NHS Accessible Information Standard The postholder will act as the first point of contact for patients, GPs and external organisations, ensuring excellent communication, accurate record keeping and efficient pathway coordination. Key Responsibilities 1. Patient Pathway Coordination Coordinate the patient's journey from referral through to discharge by: Receiving referrals from NHS eRS and Right to Choose pathways. Registering referrals on EMIS and other approved clinical systems. Checking referrals for completeness. Requesting missing clinical information where required. Tracking patients through every stage of the pathway. Escalating delays to the Service Manager. Maintaining waiting lists. Ensuring appointments comply with agreed waiting time standards. Supporting achievement of service KPIs. 2. Appointment Management Coordinate appointments for: Consultant Psychiatrists Specialist Nurses Clinical Psychologists GPwERs Pharmacists MDT meetings Responsibilities include: Booking clinics Sending appointment confirmations Managing cancellations Managing DNA processes Rebooking appointments Producing clinic lists Coordinating remote consultations Supporting annual review scheduling. 3. Referral Administration Receive referrals via: NHS eRS Right to Choose GP practices Check referrals contain: GP referral letter Medical summary Medication history ECG (where indicated) Physical health information Risk information Request additional information where required before clinical triage. 4. Clinical Administration Support clinicians by: Preparing electronic patient records. Uploading clinical documents. Recording MDT outcomes. Preparing assessment packs. Producing clinical correspondence. Sending reports to GPs. Managing shared care documentation. Tracking consultant authorisations. 5. Communication Act as first point of contact for: Patients Carers GP Practices Pharmacies Community services Provide: Information regarding appointments Service information Pathway updates Escalation of urgent concerns to clinicians Responses to routine enquiries. 6. Information Governance Ensure compliance with: UK GDPR NHS Data Security and Protection Toolkit Confidentiality Code of Practice DGS Health policies Responsibilities include: Maintaining confidential patient records. Verifying patient identity. Secure transfer of information. Managing NHS Mail correspondence. Accurate electronic filing. Data quality checks. Reporting information governance incidents. 7. Waiting List Management Maintain accurate waiting lists including: Referral received date Triage status Assessment date Treatment initiation Shared care status Annual review due date Support with the production of weekly/monthly reports identifying: Long waiters Capacity issues Potential breaches Patients requiring escalation. 8. Right to Choose Administration Coordinate all administrative requirements relating to NHS Right to Choose including: Referral validation. Eligibility checks. GP communication. Monitoring referral acceptance. Recording commissioner information. Maintaining audit trails. Producing commissioner reports. 9. Governance Support Provide administrative support for: MDT meetings Clinical governance meetings Audit programmes Patient feedback Quality improvement projects Responsibilities may include: Preparing agendas. Generation of minutes using AI. Recording actions. Monitoring completion of actions. 10. Performance Monitoring Support Service Manager with the production of monthly reports including: Referral numbers Waiting times Appointment utilisation DNA rates Assessment activity Medication review activity Shared care requests Annual review compliance Patient satisfaction data Assist in preparing commissioner reports. 11. Prescribing Administration Support prescribing processes by: Preparing documentation for consultant review. Coordinating prescription requests. Recording shared care transfers. Tracking monitoring requirements. Liaising with pharmacies where appropriate. The postholder will not prescribe or make clinical decisions. 12. Quality Improvement Support continuous improvement by: Participating in audits. Identifying administrative improvements. Supporting implementation of new SOPs. Assisting with service mobilisation. Supporting CQC inspections. Supporting commissioner visits. General Responsibilities The postholder will: Maintain confidentiality. Work within organisational policies. Complete mandatory training. Participate in appraisal. Maintain own professional development. Promote equality, diversity and inclusion. Support safeguarding responsibilities. Comply with Health and Safety legislation. Support business continuity arrangements.