Clinic Administrator Full Time

Aion Clinic – Islington, London (Remote-first, optional on-site days)

Contract Type: Freelance / Contractor (Self-employed)

Pay: £15 per hour | ~15-20 hours per month | 0-2 hours per day

Overview

Aion Clinic is a CQC-registered specialist mental health clinic offering ketamine-assisted psychotherapy (KAP) for individuals with treatment-resistant depression, anxiety, and other complex mental health conditions.

We are looking for a reliable, organised, and compassionate Clinic Administrator to manage our patient pipeline and keep the clinic running smoothly day to day. This is a remote-first, flexible contractor role ideal for someone with healthcare admin experience looking for meaningful part-time work alongside other commitments.

Key Responsibilities

Daily:

• Check phone and WhatsApp for new messages and calls — return calls and triage messages to the appropriate person
• Monitor inbox for patient enquiries, GP correspondence, and internal messages
• Review and action new patient referrals — call and email patients at each stage using provided templates, keeping records updated after every interaction
• Call GP surgeries to obtain contact details and send relevant requests
• Update patient management systems — check for signed documents, create patient records, book appointments, and attach incoming clinical information
• Call patients to book initial appointments — if clinical questions arise, refer back to the clinical team

Weekly:

• Keep patients moving through the pipeline at each stage of their journey
• Monitor the patient tracker — create and chase invoices, send information packs, chase outstanding forms, and conduct check-in calls
• Coordinate clinical team availability for upcoming appointments (fortnightly)
• Attend clinic in person on pre-arranged Saturdays — front of house, room setup, and receiving deliveries
• Record hours worked daily on the timesheet

About You

We are looking for someone who:

• Has experience in healthcare administration, ideally in a mental health or clinical setting
• Is confident and professional on the phone with patients and GP surgeries
• Has experience communicating sensitively with vulnerable or distressed patients
• Is highly organised and able to manage their own time independently
• Is comfortable working across multiple digital tools and picking up new systems quickly
• Takes initiative and flags issues proactively rather than waiting to be chased

Desirable but not essential:

• Experience in a private clinic or mental health setting
• Familiarity with CQC-regulated services
• Background in psychology or counselling

Working at Aion Clinic

• Fully remote with occasional pre-arranged Saturday clinic attendance (paid at the same hourly rate)
• Flexible hours — work around your existing commitments
• ~15–20 hours per month to start, growing as the clinic grows
• Self-employed contractor basis — you will invoice monthly and record your own hours
• Direct line to the CEO and a small, values-driven team doing genuinely important work in mental health care

To express your interest or find out more, please apply via LinkedIn or drop us a message directly.