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Role: Administrative Assistant – Gender Plus Hormone Clinic

Position Title: Administrative Assistant
Reports to: Patient Coordinator (Operational Supervisor) Manager (Nurse Consultant)
Location: Gender Plus Hormone Clinic, Central Leeds
Employment Type: 37.5 hours (flexi/hybrid working available though the role is in person Tuesday and Wednesday). 12 months fixed contract with the possibility of extension
Salary: £25,674 per annum

Start date: ASAP

Purpose of the Role
The Administrative Assistant will provide essential administrative and clerical support to the Gender Plus Hormone Clinic, ensuring smooth operation of clinic processes and enhancing the experience for patients accessing hormone therapy and related services. Reporting to the Patient Coordinator, with clinical oversight from the Nurse Consultant, the role is crucial in managing patient records, scheduling, and general clinic administration to ensure efficient, patient-centred care.

Key Responsibilities

Administrative Support

• Assist with day-to-day operations by managing appointment scheduling, coordinating patient assessments, and maintaining an organised clinic calendar.

• Handle incoming calls, emails, and written inquiries, providing accurate information and appropriate support to patients and external stakeholders.

• Prepare and distribute clinic documents, letters, and information packs for patients, ensuring accuracy and confidentiality.

Patient Management

• Support the patient intake and registration process, including preparing new patient files and updating records for existing patients.

• Manage patient records within the clinic’s electronic system, ensuring accuracy, privacy, and compliance with GDPR and confidentiality guidelines.

• Assist patients in completing forms, understanding clinic processes, and directing them to appropriate resources or staff as needed.

Meeting Coordination

• Schedule and coordinate the Gender Plus Hormone Clinic MDT Referral Meetings and other relevant team meetings, including sending invites, preparing agendas, and taking minutes as required.

• Ensure that all necessary documents for patient discussions are prepared and distributed to the team in a timely manner.

Communication and Liaison

• Act as the first point of contact for patients and visitors, fostering a welcoming and inclusive clinic environment.

• Liaise with clinicians, external agencies, and service providers to coordinate patient care and facilitate referrals.

• Relay relevant updates from the Nurse Consultant and Patient Coordinator to other members of the team as appropriate.

Data and Record Management

• Ensure patient records and administrative documents are accurately filed and securely maintained in accordance with clinic protocols and data protection legislation.

• Assist in generating and compiling reports, data summaries, and statistical information for clinic review and quality improvement initiatives.

Operational Support

• Monitor office supplies, order necessary materials, and manage clinic resources to support smooth daily operations.

• Assist the Patient Coordinator with administrative tasks as needed, including maintaining a clean and organized clinic space.

Person Specification

Qualifications and Experience

• Previous experience in an administrative role, preferably within a healthcare or clinical environment, or demonstrated ability to quickly learn and perform in an administrative assistant role.

• Familiarity with patient record management systems, appointment scheduling software, and electronic document management, or demonstrated ability to learn and operate new systems.

• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.

Skills and Abilities

• Strong communication skills, both written and verbal, with an empathetic and professional approach to patient interactions.

• Ability to maintain confidentiality and comply with data protection regulations, especially when handling sensitive patient information.

• Proficiency in Microsoft Office Suite (Word, Excel) and comfort with learning new software and systems as required.

• Attention to detail, with high standards for accuracy and thoroughness in work.

Other Attributes

• Experience or knowledge related to LGBTQ+ healthcare or gender-affirming care.

• Understanding of the importance of a welcoming, inclusive environment for patients in the trans and non-binary community.

• Problem-solving skills, adaptability, and a willingness to contribute to the continuous improvement of clinic operations.

Working Conditions

• The Administrative Assistant will be based at the Gender Plus Hormone Clinic in Central Leeds and may be required to occasionally work flexible hours depending on clinic needs.

• The role may involve limited physical tasks such as filing, lifting office supplies, or moving light equipment.

Additional Information
The Gender Plus Hormone Clinic is committed to diversity, inclusion, and providing compassionate care to all patients. We encourage applications from individuals who share our values and dedication to supporting gender-affirming healthcare.

If you feel you meet the criteria for this role, please email your CV along with an introductory email to admin@genderplushormoneclinic.com