Senior Administrator

About Us

Psicon is a specialist neurodevelopmental service working collaboratively with various NHS trusts to provide autism and ADHD assessments. We are an independent organisation, but most of our work is for the NHS, whom we are proud to support. Psicon is committed to offering the best psychological support and healthcare available. We take an innovative approach to the delivery of our services and ensure that they are of the highest standards in the industry.

About the Role

As a Senior Administrator in an autism and ADHD diagnostic assessment service, you will play a pivotal role in supporting the operations and efficient running of the service. Your responsibilities will cover operational oversight of service performance alongside general administrative duties with a focus on maintaining quality standards and efficiencies. This role requires regular collaboration with department leads, team leads, service managers and administrative teams as well as external stakeholders to ensure a cohesive effective service.

Principle duties and responsibilities will include but not limited to:

• Operational Oversight

• Oversee the entire patient journey, from referral receipt to post-assessment report completion and discharge monitoring, ensuring all stages align with service quality and efficiency standards.
• Monitor all post-assessment stages of the patient journey, from date of assessment to report completion and discharge monitoring. Ensuring all clinical notes are completed on time and diagnostic reports are produced within KPI to Psicon quality standards - liaising with clinicians to ensure prompt return of all assessment notes and reports. (Reports role only)
• Oversight of all new enquiries received, monitoring conversion rates of enquiries to new referrals and in collaboration with the service lead, ensuring planned assessment activity meets this demand. (Self-funded service only)
• Provide regular activity and data reports to the relevant department lead, highlighting any potential bottlenecks or issues.

• Ensure service audits are completed accurately, in accordance with the audit schedule, and in line with Care Quality Commission (CQC) standards and any contractual obligations.
• Assisting quality assurance lead with investigations into complaints or incidents, identifying root causes, implementing corrective actions, and sharing findings with the team to promote continuous improvement.
• Suggest best practices and quality improvements to enhance patient experience and satisfaction.
• Supporting management with training requirements within the administrative teams.

• Identify and address bottlenecks in service capacity, working with managers and administrative teams to ensure adequate support to meet service demand.
• Regularly undertaking general administrative tasks to support the wider administrative teams.

• Produce monthly presentations for internal or external stakeholders, detailing service activity and data.
• Where applicable, attend regular contract review meetings with external stakeholders.
• Act as a central point of contact for external stakeholders (commissioners, GPs, schools, etc.) ensuring clear and responsive communication.

• Regularly assess service processes, identifying opportunities for improvement in line with best practices and evolving healthcare needs.
• Participate in the review and design of all internal and external communications e.g. standard operating procedures, guides, letters etc.
• Create and maintain SOPs in line with process changes.

Person Specification

Proven experience of working in a similar role in an NHS or private health service environment. Strong IT skills including Excel - the ability to collate, present and interpret data. Experience with or desire to learn PowerBI. Has excellent interpersonal skills and is confident building and maintaining professional working relationships with internal and external stakeholders. Is happy assisting with de-escalation, negative feedback and complaints where required. Strong problem-solving abilities, particularly in addressing and resolving operational challenges and bottlenecks. Confidence to raise concerns with management.

Working at Psicon

We value our employees as an integral part of our service delivery and believe in recruiting and investing in the best employees. We pride ourselves in providing our employees with the opportunities and resources to achieve their potential. We are keen to provide a vibrant, fun yet challenging working environment for our team who share in our core values of trust, integrity, commitment and kindness and work collaboratively to achieve our company goals of:

• The best possible customer service
• The most efficient and effective clinical work
• A thriving and engaged workforce
• A truly inclusive organisation.

Benefits include:

• Enhanced annual leave of 32 days a year (inclusive of bank holidays) (Pro Rata)
• Flexible annual leave scheme providing the ability to buy or sell back additional days.
• Well-being days.
• Pension scheme (with the option of enhancing via salary sacrifice).
• Cycle to work scheme.
• Birthday lie in.
• Free breakfast, including 'pastry Mondays'.
• Funded social events.
• Staff well-being bursary scheme.

Please note that Psicon is committed to ensuring 'safer recruitment' and therefore the successful candidate will be required to undertake a standard check with the Disclosure and Barring Service (DBS), the cost of which will be met by the Company. Psicon is committed to adhering to the Equality Act (2010) and provides equal opportunities to all applicants, staff and clients.