Clinical Administrator

Role Overview

The Clinical Administrator plays a central, trusted role within The Wave Clinic, acting as a key point of connection between our clinical team, young people, families, and operational staff. This role requires exceptional organisation, discretion, warmth, and professionalism, supporting the smooth running of clinical services while upholding the highest standards of confidentiality, safeguarding, and family communication.

The Clinical Administrator helps ensure that families feel informed, reassured, and cared for, while clinicians are supported to deliver exceptional therapeutic work.

Key Responsibilities

Clinical & Team Support

Provide high-level administrative support to the multidisciplinary clinical team, including psychiatrists, psychologists, therapists, nurses, recovery coaches, and family practitioners.

Coordinate clinician diaries, appointments, reviews, MDT meetings, and supervision schedules.

Prepare and manage clinical documentation in line with governance and regulatory requirements.

Support clinicians with the organisation, uploading, and maintenance of clinical notes and reports.

Family & Client Communication

Maintain regular, compassionate, and professional communication with families, ensuring they are kept up to date with:

Weekly schedules

Clinical updates (as appropriate and authorised)

Events, excursions, and programme changes

Act as a calm and supportive first point of contact for families, reflecting The Wave's values of warmth, respect, and clarity.

Ensure communication is timely, accurate, and aligned with clinical boundaries and safeguarding policies.

Admissions, Arrivals & Transitions

Coordinate arrivals, admissions, and transitions, working closely with the clinical, nursing, and hospitality teams.

Assist with travel planning, including:

Flights

Transfers

Arrival logistics

Accommodation coordination (where required)

Prepare admission packs and ensure all documentation is completed prior to arrival.

Support discharge planning and onward referrals as required.

Excursions & Programme Coordination

Assist with the organisation and booking of excursions, off-site activities, and therapeutic outings, ensuring:

Appropriate risk assessments are in place

Parental permissions and documentation are completed

Schedules are communicated clearly to families and staff

Liaise with external providers, venues, and transport services as needed.

Confidentiality, Privacy & Governance

Maintain absolute confidentiality at all times, handling sensitive personal, medical, and family information with discretion.

Ensure compliance with:

Data protection regulations

Clinical governance standards

Internal confidentiality and privacy policies

Manage records securely, accurately, and in accordance with The Wave's clinical and legal frameworks.

Diary & Operational Management

Manage shared diaries and schedules for clinicians, families, and programme activities.

Coordinate meetings, reviews, and family sessions.

Anticipate scheduling needs and proactively resolve conflicts.

Skills & Attributes

Essential

Exceptional people skills: warm, emotionally intelligent, calm, and professional.

Outstanding organisational and time-management skills.

High attention to detail and accuracy.

Ability to handle sensitive information with discretion and maturity.

Confident written and verbal communication.

Ability to work calmly in a fast-paced, emotionally complex environment.

Strong alignment with The Wave's values of care, integrity, safety, and excellence.

Desirable

Previous experience in:

Clinical, healthcare, mental health, or therapeutic settings

Family-facing or high-end service environments

Familiarity with clinical record-keeping systems.

Experience working with international families and travel coordination.

Understanding of safeguarding principles and trauma-informed care.

Professional Conduct

Acts as an ambassador for The Wave Clinic, reflecting professionalism, empathy, and discretion at all times.

Maintains appropriate boundaries while offering warmth and reassurance.

Demonstrates respect for diversity, culture, and family systems.

Why Join The Wave

Work within a high-quality, internationally recognised clinical service.

Be part of a compassionate, multidisciplinary team dedicated to young people and families.

Contribute meaningfully to life-changing care in a beautifully designed, values-led environment.

• Opportunity for professional growth within an expanding international organisation.