Clinical Admissions Coordinator

Job Title: Clinical Admissions Coordinator

Location: Wellington Hall Care Centre

Reports To: Home Manager

Employment Type: Part time  - circa 20 hours per week (during Mon – Fri working hrs)

Job Summary:

The Clinical  Admissions Coordinator is responsible for managing the end-to-end admissions process, ensuring a smooth, compassionate, and efficient experience for prospective residents and their families. This role involves coordinating enquiries, assessments, and move-ins while maintaining high occupancy levels and compliance with regulatory and organisational standards.

Key Responsibilities:

• Admissions & Enquiries
• Act as point of contact for all admissions enquiries (phone, email, in-person)
• Management of bids on Local Authority Brokeridge portal
• Provide clear, empathetic information about services, fees, and availability.
• Maintain accurate records of all enquiries and follow-ups on relevant Welford systems
• Ensure completion of care plans and risk assessments completion for new residents

Assessment & Coordination:

• Arrange and coordinate pre-admission assessments in collaboration with clinical staff
• Liaise with hospitals, social workers, families, and other stakeholders to gather relevant information
• Arrange for all required specialist equipment such as pressure reliving mattress / specialist chairs etc, particularly for those residents with complex needs
• Ensure all required documentation is completed prior to admission
• Monitor bed availability and support strategies to maintain optimal occupancy
• Keep waiting lists updated and manage prospective resident pipelines

Resident & Family Experience:

• Guide residents and families through the admissions process with sensitivity and professionalism.
• Coordinate move-in logistics, ensuring a smooth transition into the home.
• Conduct tours of the care home when required and respond to questions about care services.

Compliance & Administration:

• Ensure admissions processes comply with regulatory standards and internal policies.
• Maintain accurate and confidential records in line with data protection requirements.
• Prepare contracts, agreements, and admission paperwork including consent forms
• Ensure All mandatory risks assessments are in place and care plans are in place according to Welford policies and procedures

Marketing & Relationship Building:

• Build relationships with local authorities, hospitals, and community organisations.
• Support marketing initiatives, open days, and community engagement activities.
• Promote the home’s services in a professional and ethical manner.

Skills & Experience:

Essential:

Previous experience in an administrative, admissions, or customer-facing role (healthcare or social care preferred). This role may suit a current / former NMC PIN holder.

Excellent communication and interpersonal skills.

Strong organisational skills with attention to detail.

Ability to handle sensitive situations with empathy and discretion.

Proficiency in Microsoft Office and database systems.

Desirable:

Clinically trained to assess residents with complex needs

Experience working in a care home, healthcare setting, or with vulnerable adults.

Knowledge of local authority funding processes and care regulations.

Sales or occupancy management experience.

Personal Attributes:

Compassionate and patient-focused approach

Professional and approachable demeanour

Strong problem-solving abilities

Ability to work both independently and as part of a team

Resilient and adaptable in a fast-paced environment

Working Conditions:

Office-based within the care home, with occasional local travel to conduct face to face assessments