ExWell Medical Job Description: Clinical Administrator-referral Coordinator Job Title:
Clinical//Referral/Administrator
Job Category:
Admin
The Company
ExWell Medical (CLG)
Job Code/ Req#:
CARC1 (Admin / Referral Coordinator)
Location:
Dublin / Occasionally other counties
Travel Required:
Travel Required Occasionally
Level/Salary Range:
Negotiable depending on experience.
Position Type:
Full Time / External / Internal / Hybrid Work
HR Contact:
[email protected]
Date Posted:
20th of July 2026
Will Train Applicant(s):
All training will be provided for incoming staff.
Posting Expires:
4th of August 2026
Website URL:
www.exwell.ie
Applications Accepted By: Email:
[email protected]
Who we are:
ExWell Medical is a social enterprise with a not-for-profit ethos which offers medically led exercise programmes (with a group class, online and one-to-one offerings) to patients with diverse chronic illnesses (across the age span) on medical referral. Participation restores, confidence, mobility and enjoyment and transforms lives. There is now a very strong evidence base supporting the effectiveness of the ExWell programme.
The ExWell programmes are delivered by highly trained staff from Sports and Exercise Science, Physiotherapy and other exercise backgrounds. The work we do has a profound impact and is professionally satisfying and rewarding and we strive to create a stimulating and enjoyable work environment
ExWell is in a phase of rapid expansion and we now operate in 70 centres nationally. We now seek to identify and recruit professionals who are ambitious to work in community-based chronic illness rehabilitation and want to make a difference.
Job Description
Roles and Responsibilities
The role is a satisfying and challenging mix of clinical administration and medical referral coordination of referral documents. The responsibilities include;
· Working within a small team of administrative staff.
· of medical referral administration
o Scheduling patients and other ExWell staff for induction
o Collecting and uploading (to ExWell’s data system) all relevant data, including patient medical records, personal data and any other information required for the management of participant data.
o Linking with medical referrers through various referral pathways including Healthlink (GP) – receive, reply download, create patient records and attach referral documents.
o Healthmail (HSE referrals) – Answer any queries within the email and follow up where necessary, Download referrals, and create a medical profile for newly referred patients.
o Work on the referrals email inbox. [email protected].
o Work on the general contact email address for ExWell. [email protected] . This may include delegation of certain enquiries to appropriate staff and management.
o Assign hard copy (paper) referrals posted to the head office or other ExWell centres. Ensure copies are scanned and submitted to the company's data management system.
o Communication with all referrers when referrals are received to confirm the next steps.
· Participant mailing lists for various centres with support from programme leads.
· Ensure appropriate cash and card transactions as per company policy and ensure oversight on all cash transactions within the office.
· Assist the Admin Manager and Directors with administrative duties and reporting where required.
· Support participants with payments or set up of ExWell payment apps or online payments.
· Dealing with phone enquiries and assisting the delivery team with contacting participants to arrange inductions.
· Assist with any other day-to-day administration tasks as required by the management team.
· Assist with sharing any ExWell graphics or print media where required such as flyers and posters.
· Reporting directly to the Admin/referrals Manager monthly on the progress of the administration and head office duties.
· Working closely with the other members of the admin team to maximise the quality of the customer experience and the administrative functions of the business.
· Assisting the medical team with the development of a sound referral pathway.
· Assisting the delivery team to allow them to fulfil their duties to the best of their ability.
Broader General Duties
· Working closely with the ExWell Medical Team to ensure the company values are always adhered to and that work practices always consider the company’s core values.
· Adhering to company strategy and goals as directed by senior management.
· Participating in continued professional development, performance management, and employee support programs.
· Supporting the Management team in developing and maintaining relationships with key stakeholders including programme participants, beneficiary organisations (such as the HSE and Health Insurers), programme delivery partners, industry partners and funders.
· Ensuring that all relevant governance-related policies, procedures and documentation related to the role have been read, understood and signed.
· Minimum one year experience in a fast-paced administrative environment. Preferably in a healthcare/clinic setting.
· Understanding of chronic illnesses is helpful but not essential.
· Highest-quality administrative skills
· Experience and confidence working with various people including the elderly and clinical cohorts.
· Competence in IT and computer skills allowing them to support their day-to-day delivery of the programmes under their responsibility.
· Excellent person-centred skills
· Ability to work as part of a muti – disciplinary team of Doctors, Physiotherapists, Clinical Exercise Specialists and Coordinators.
· Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
· Organization and the ability to multitask to complete a wide variety of tasks
· Flexibility to help them adjust to new tasks should the company or office need change
· Strong interpersonal skills to interact positively with all employees
· Leadership ability to manage challenges and oversee employees
· Attention to detail to ensure tasks are completed thoroughly and correctly
· An opportunity is now available for the above post.
· The compensation package will reflect experience and expertise
· ExWell is a rapidly growing company which partners with both public and private organisations to assist in its delivery across a national footprint with ExWell centres now operating in 12 counties with ambitious growth plans for the coming years.
HOW TO APPLY.
Email CV to [email protected] along with a brief cover letter explaining your suitability for the post.
Pay: €31,200.00-€39,000.00 per year
Work Location: Hybrid remote in Dublin, County Dublin
