About the department

The Heart Health Department at Welbeck delivers exceptional private healthcare within a highly specialised, consultant led environment. The department is committed to providing a seamless, patient centred experience, combining clinical excellence with outstanding service standards. Working collaboratively across multidisciplinary teams, the department ensures that every patient receives efficient, coordinated care from referral through to discharge, supported by streamlined administrative processes and a strong focus on quality.

The Patient Pathway Administration team plays a critical role in ensuring patients receive a seamless, responsive and personalised experience throughout their journey. Working closely with consultants, clinical teams and operational leaders, the team coordinates every stage of the patient pathway, supporting patients with professionalism, empathy and attention to detail.

As these services continue to grow, effective leadership and operational excellence are essential to maintaining the exceptional standards of care and service that patients expect from Welbeck.

About the role

As Lead Patient Pathway Administrator, you will be responsible for leading and supporting the administrative team across Heart Health, ensuring the smooth and efficient delivery of patient services.

This is a hands-on leadership role that combines operational oversight, people management and service development. Working closely with the Business Manager, you will help drive performance, support team development and ensure patients receive a consistently excellent experience from first contact through to completion of their care pathway.

You will act as a key point of contact for consultants, consultant PAs, patients and colleagues, helping to resolve issues, coordinate complex bookings and maintain the highest standards of service delivery. You will also play an important role in supporting governance, quality improvement initiatives and the ongoing development of administrative processes.

This role is ideal for an experienced healthcare administrator who is ready to take the next step into a broader leadership position and make a meaningful impact within a growing specialist service.

Key Responsibilities

• Lead and support the Patient Pathway Administration team across Heart Health.

• Ensure the smooth day-to-day operational running of the administrative service

• Oversee scheduling, rota planning and resource allocation to meet service demands

• Support the management of complex and invasive procedure bookings

• Act as a key point of contact for consultants, consultant PAs and patients

• Respond to patient concerns professionally and support effective resolution where required

• Recruit, onboard and support the development of administrative team members

• Conduct regular one-to-one meetings, objective setting and performance reviews

• Identify training needs and support continuous professional development within the team

• Monitor compliance with governance, quality, information governance and safeguarding requirements

• Support financial administration, including payments, invoicing and patient quotations

• Maintain a strong understanding of self-pay and private medical insurance processes

• Contribute to service improvement initiatives and process optimisation

• Support the implementation of new systems, processes and ways of working

• Escalate operational, governance or patient-related concerns appropriately

For a copy of the full job description and the person specification details click here

About you

You are an experienced healthcare administrator with a passion for delivering exceptional service and supporting high-performing teams. Organised, proactive and solution-focused, you thrive in a fast-paced environment and are comfortable balancing multiple priorities while maintaining exceptional attention to detail.

You are a confident communicator who builds strong relationships with patients, consultants and colleagues through professionalism, empathy and credibility. You enjoy supporting and developing others and are motivated by the opportunity to contribute to both team success and service improvement.

You have experience coordinating complex administrative processes and are confident working with a range of IT systems, patient management systems and financial administration processes. Experience within private healthcare, patient pathway management or a specialist outpatient setting would be an advantage.

A collaborative and resilient team player, you take pride in delivering outstanding patient experiences and are committed to maintaining the highest standards of quality, professionalism and care.

About Us

For more information about Welbeck please click here

Recruitment Process

For this role, there will potentially be four stages;

• Stage 1 - Shortlisting (based on your application)

• Stage 2 - Screening Calls

• Stage 3 - interview

We aim to complete these as soon as possible after the closing date for applications.

Using AI

AI tools can be helpful when you’re preparing documents or refining how you present your experience. What matters is that anything you share with us, from your application to your interview, reflects your own skills, experience and judgement. We want to understand the real you, so please use AI responsibly and avoid submitting information that is inaccurate, exaggerated or inauthentic.

Equality, Diversity & Inclusion

At Welbeck, we believe exceptional care starts with inclusive teams. We are committed to creating a workplace where difference is valued and excellence is expected; where people feel respected, and everyone is supported to do their very best. We welcome applications from all backgrounds and experiences and appoint on merit, recognising that diverse perspectives strengthen clinical quality, leadership, operational delivery and patient care.

Disclosure and Barring Service

Welbeck is committed to safeguarding and promoting the welfare of patients and expects all staff to share this commitment. All roles are subject to pre-employment checks in line with regulatory requirements, including an appropriate level of Disclosure and Barring Service (DBS) check.