Administrator - Clinical & Operations Support

This is an exciting opportunity to join us at Meliora Medical. As the UK’s leading medical services provider for schools, sports clubs and universities – alongside running a central London clinic at 48 Wimpole Street and being a partner in the Centre for Youth Sports Medicine – we are the adolescent health experts. We’re on the lookout for exceptional talent to join our team and help us to continue our growth.

We welcome applications from both full-time and part-time candidates. For part-time applicants, the role may be delivered as a job-share arrangement of 2 × 3 days per week subject to candidates. Meliora is looking for a highly organised and proactive Administrator to support the smooth running of our Business and Medical Teams. This role is key to ensuring efficient internal operations, excellent communication, and high-quality service delivery for our clients and patients.

Role Summary

You will provide structured administrative and operational support across multiple departments, helping to maintain accurate data, manage communications, and coordinate activities that keep the organisation functioning at its best.

Key Responsibilities

• Customer Support & Communication
  • Manage our customer support ticketing system (Freshdesk), responding or triaging queries within 24 hours.
  • Oversee SLA management within Freshdesk.
  • Manage company email inboxes, ensuring timely and accurate responses.
  • Handle the support phone line and manage client follow-ups.
  • Maintain accurate records on clinical software.
  • Produce weekly reports on customer trends and highlight potential areas for service improvement.
  • Maintain FAQs and customer communication templates.
• Clinical Operations
  • Administer staff rotas across all services.
  • Provide non-clinical administrative support to clinicians.
  • Track clinic attendance, DNAs, and invoicing logs.
  • Support the Operations Manager with HR and compliance tasks.
• Documentation & Reporting
  • Maintain internal shared drives and clinic documentation.
  • Produce simple weekly or termly operational KPI reports.
  • Coordinate weekly cross-team meetings or maintain shared action trackers.
• Invoicing & Finance Coordination
  • Collate data for invoice generation and liaise with the Finance Team.
  • Chase missing information.
  • Update billing systems to ensure data accuracy and consistency.
  • Respond to insurer queries and remittances.
  • Support payment setup, payroll coordination, and remittance tracking.
• Ad-Hoc Operational Support
  • Provide administrative support for project-based work.
  • Work closely with the Operations Team to ensure seamless business continuity.
  • Identify and document process/system improvements, creating SOPs as required.
  • Schedule, minute, and circulate actions for internal meetings.

Ideal Candidate

• Highly organised with exceptional attention to detail.
• Strong communication skills, both written and verbal.
• Able to manage competing priorities and work efficiently under time constraints.
• Confident with technology, admin systems, and data management.
• Proactive, professional, and comfortable working across multiple teams.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.