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Hours: 0.6 FTE, with the opportunity to increase hours further as the Midlands service develops, should this be desired.
Location: Home-based, occasional travel to the Midlands or the South-East may be required
Start: Flexible, around October 2026
Job Overview
We are seeking a Clinical Administrative/Operations Assistant to join our team, supporting the coordination and delivery of high-quality administrative services for clients recovering from brain injury and neurological conditions. This is a varied and rewarding role involving a broad range of administrative, organisational, and liaison responsibilities.
Initially, this position will predominantly support our expanding clinical operations across the Midlands as we continue to grow services in the region. During the early stages of building local clinical activity and caseload, the successful candidate will also work closely with and support our established South East operations team, helping to ensure seamless service delivery across regions.
Reporting to our Chief Operating Officer (COO) and working alongside our Clinical Operations Assistant, you will play an important role in the day-to-day administration that underpins successful rehabilitation programmes. Responsibilities will include coordinating client care, arranging appointments, liaising with therapists and wider stakeholders, supporting onboarding processes, generating quotes and invoices, maintaining clinical systems, and helping ensure clients receive a responsive and well-coordinated service throughout their rehabilitation journey.
About Cognivate
Cognivate is an interdisciplinary service providing specialist rehabilitation to adults who are living at home after brain injury and have problems that require integrated intervention to help them maximise their independence and quality of life. Our highly experienced team comprises neuropsychologists, neuro occupational therapists, neuro speech and language therapists, and neuro physiotherapists, and we work collaboratively with case managers, lawyers, health professionals, social workers, employers, and families to offer holistic, goal-focused rehabilitation programmes.
We are a values-led organisation that prioritises collaboration, quality, innovation, and person-centred rehabilitation.
Main duties
You will support the COO, Clinical Operations Assistant, and therapists with a broad range of organisational and operational activities that enable the smooth delivery of community neurorehabilitation services. This role will predominantly support our growing Midlands service; however, as local activity and caseload develop, the successful candidate will also provide support across our established South East hub, working flexibly in line with service requirements and operational priorities.
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Responsibilities will include, but are not limited to:
- Communicating with clients, family members, carers, and referrers regarding various aspects of rehabilitation programmes, including arranging appointments and sharing practical updates relating to appointment scheduling
- Liaising with therapists, clients, case managers, and other professionals to coordinate clinical input and support effective service delivery
- Organising interdisciplinary clinical meetings, progress review meetings, and other meetings involving multiple attendees
- Uploading, organising, and maintaining accurate client and clinician files, records, and documentation in line with company procedures
- Generating and issuing quotes, invoices, and supporting administrative processes for current and prospective clients
- Supporting client onboarding and ensuring information is accurately recorded across operational systems
- Assisting with the organisation and delivery of service development activities, networking opportunities, educational events, marketing initiatives, and other projects that support the growth and ongoing development of Cognivate’s services and professional relationships
- Using IT systems including Google Workspace and QuNote to record, manage, and share information accurately and securely
- Encrypting and sending documentation externally to clients and professionals where required
- Providing general administrative and operational support across the business, adapting priorities in line with service demands across both the Midlands and South East regions
- Contributing to the continuous improvement of administrative processes and supporting the development of efficient ways of working as the service expands
Person specification
Through prior training or practical experience, you will have developed and be able to demonstrate the attributes listed below. You will need to provide evidence of these in the ways indicated in italics alongside each, with additional information to be provided by your referees.
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Essential
- Excellent oral and written communication skills [CV, covering letter, and at interview]
- Strong interpersonal and communication skills, with the ability to interact professionally with clients, therapists, case managers, and other professionals [CV, covering letter, and at interview]
- Good general IT skills and confidence using digital systems, with the ability to learn new platforms and processes quickly [CV, covering letter, pre-interview task and at interview]
- Attention to detail and a good level of numerical reasoning [Pre-interview task and at interview]
- Highly organised with the ability to manage multiple tasks and priorities simultaneously [CV, covering letter, and at interview]
- Ability to work independently whilst responding positively to direction and feedback [CV, covering letter, and at interview]
- Ability to use initiative and exercise sound judgement when managing competing demands or challenging situations [At interview]
- Ability to manage confidential and sensitive information appropriately and professionally [CV and at interview]
Desirable
- Experience using Google Workspace (Gmail, Drive, Calendar, Docs, Sheets or similar cloud-based systems) [CV and at interview]
- Previous experience in an administrative, operations, healthcare, rehabilitation, legal, or client-facing environment [CV and covering letter]
- Experience coordinating appointments, meetings, or schedules involving multiple stakeholders [CV and at interview]
- Experience maintaining records and working with databases, practice management, CRM, or case management systems (e.g. QuNote, Monday.com or similar) [CV and at interview]
- An interest in rehabilitation, healthcare services, service development, or improving client experience [Covering letter and at interview]
Training and development
We recognise that candidates may bring transferable skills from different sectors and do not expect prior experience in community neurorehabilitation. Training and support will be provided to develop understanding of our systems, processes, and service model, including use of Google Workspace, QuNote, and our approach to supporting interdisciplinary rehabilitation programmes.
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