ADHD Support AdministratorNHS

Job summary

We are looking for a highly organised and proactive part time ADHD Support Administrator to join our friendly and growing team at DGS Health.

The working pattern for this role is 5 hours per day, working Monday, Thursday and Friday.

The ADHD Support 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.

Main duties of the job

The postholder will provide comprehensive administrative and coordination support to ensure the smooth and effective delivery of the ADHD service. They will help maintain an organised and responsive patient pathway, ensuring information is accurate, records are up to date and appointments and clinical activities are coordinated effectively.

The role requires regular communication with patients and healthcare professionals, providing a professional and supportive point of contact. The postholder will work closely with clinical colleagues and the wider service team to support continuity of care, identify administrative issues and ensure queries or concerns are directed to the appropriate person.

The postholder will contribute to the effective management of service demand by monitoring waiting lists, supporting operational requirements and highlighting potential delays or issues that may affect patient access. They will also support the preparation and management of clinical documentation, ensuring information is handled securely, confidentially and in accordance with organisational procedures.

A proactive and organised approach is essential, alongside strong communication skills, attention to detail and the ability to prioritise competing demands. The postholder will be expected to work collaboratively, maintain high standards of accuracy and confidentiality, and contribute to the ongoing effectiveness and development of the service.

Job description

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.

About us

DGS Health is a GP Federation based in Gravesend, North Kent. We are comprised of 100% of local GP practices across Dartford, Gravesham and Swanley. We pride ourselves on being clinically led and managerially enabled and like to ensure we recruit people who share our ethos and culture. We are a small and friendly but growing organisation, employing over 36 people across a range of roles. Our services include urgent treatment services, paramedic home visiting, care home support and frailty nursing. We employ a diverse range of roles including nurses, administrators, Paramedics and GP's.