Part time assistant patient liaison (fixed-term)

£27,000 per annum prorate

We are seeking a highly organised and compassionate Assistant Patient Liaison to join the growing Castle Health Outpatient team. This is a patient‑facing administrative role that plays a vital part in supporting outpatient services by ensuring that patient journeys, clinical administration, and operational processes run smoothly and efficiently.

The Assistant Patient Liaison (APL) will act as a consistent and reliable point of contact for patients and colleagues, supporting the smooth running of the service as it continues to grow and evolve. This is a hybrid clinical-administrative role, suitable for a trainee therapist, psychology graduate, or recovery coach seeking supervised exposure to outpatient clinical work.

Purpose of the Role

The Assistant Patient Liaison provides day‑to‑day administrative support across Castle Health Outpatient, working directly beneath the Outpatient Services Manager and in close collaboration with the Patient Liaison. The role exists to ensure that patient‑facing processes, records, scheduling, and operational tasks are handled accurately, professionally, and in line with established procedures as the service continues to grow.

This is a patient and colleague‑facing role involving regular telephone calls, emails, and meetings. The post‑holder will be a reliable and professional point of contact, supporting clinical delivery while maintaining high standards of confidentiality, organisation, and communication.

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Duties and Responsibilities

Patient & Clinical Support

The Assistant Patient Liaison will support the delivery of outpatient care through a combination of administrative coordination and direct patient-facing work.

Conduct initial telephone screenings with prospective patients, following agreed assessment frameworks and under appropriate clinical supervision.
Conduct patient check-in calls, utilising basic recovery coaching skills and identifying individuals who may require additional clinical support, escalating appropriately.
Support patient onboarding, ensuring all required documentation (Terms & Conditions, consent forms, and other patient-facing materials) is completed in line with SOPs.
Assist with the creation of personalised patient timetables for bespoke treatment programmes.
Assist in gathering and recording patient feedback to inform service improvement.

Administration & Coordination

Ensure the smooth running of patient pathways through accurate administration and effective coordination.

Maintain accurate and up-to-date patient records across all relevant systems, including KIPU EMR/CRM and booking spreadsheets.
Coordinate scheduling between patients and therapists, including sending calendar invitations and managing availability.
Update and maintain booking data to support accurate reporting.
Process patient payment details and liaise with Finance as required.
Provide administrative support for psychiatry appointments, including coordination and follow-up correspondence.
Support group registration and attendance tracking.

Continuing Care & Recovery Club

Support the transition and ongoing engagement of patients in continuing care and community-based recovery.

Provide administrative support for patient transitions from residential treatment into outpatient and continuing care services.
Assist with continuing care handovers, ensuring accurate records and smooth transitions.
Maintain accurate continuing care records and related documentation.
Support the day-to-day administration of the Recovery Club (alumni service).
Manage mailing lists and communications using Mailchimp or similar platforms.
Coordinate registration, logistics, and communications for Recovery Club sessions, workshops, and events.
Maintain group membership within agreed capacity limits.
Liaise with the Recovery Club facilitator regarding session logistics and communications.
Maintain a clear operational distinction between clinical services and Recovery Club activity.

Operational Support

Provide general operational support to the outpatient service and therapy team.

Send therapist supervision reminders and follow up on ward rounds and caseload review submissions.
Collate ward round information and maintain accurate tracking records.
Provide secondary system administration support during periods of staff absence.
Support scheduling and minute-taking for team meetings as directed.
Maintain accurate digital filing across KIPU, Google Drive, and other systems.
Undertake additional administrative duties as reasonably required by the Outpatient Services Manager.

Person Specification

Essential

Previous experience in an administrative role, ideally within healthcare, clinical, or professional services.
Strong organisational skills with the ability to manage multiple tasks and priorities simultaneously.
High level of accuracy and attention to detail, particularly in relation to record-keeping and documentation.
Confident and professional communicator, both written and verbal.
Discretion and integrity, with the ability to maintain strict patient confidentiality at all times.
Comfortable working independently and using initiative within a small team.
Proficient in standard office software and able to learn new systems quickly.

Desirable

Familiarity with electronic medical record (EMR) or CRM systems.
Experience in mental health, addiction treatment, or outpatient services.
Understanding of GDPR and data protection requirements in a clinical setting.
Experience using Mailchimp or similar communications platforms.

Working Hours

20 hours per week
Part‑time, with flexibility required within contracted hours
Fixed‑term contract for a period of eight months

About Us

Delivering compassionate care and achieving the best outcomes for people suffering from addiction and related mental health conditions is at the heart of everything we do. All of us at Castle Craig are committed to this purpose.

Castle Craig Hospital is a centre of excellence in addiction treatment, operating an abstinence‑based, 12 Step‑informed programme since 1988. We are located in the Scottish Borders, approximately 45 minutes from Edinburgh and 50 minutes from Glasgow.

Castle Health Outpatient forms part of our wider commitment to providing high‑quality care beyond residential treatment, supporting recovery through outpatient services, continuing care, and alumni programmes across the UK and Europe.

Safer Recruitment

Castle Craig is committed to safer recruitment practices. Appointment to this role will be subject to appropriate pre‑employment checks, including references and a Disclosure and Barring Service (DBS) check where applicable.