Practice Administrator – Therapy Services

Practice Administrator – Therapy Services

Oxford CBT | Headington, Oxford

Part-time: 22.5 hours per week | Permanent

Salary:
Up to £32,000 FTE, pro rata

Oxford CBT is an established independent therapy and neurodevelopmental service supporting adults, children and families. We’re looking for a warm, organised and proactive Practice Administrator to join our therapy services team.

This is a varied and important role within the practice. You’ll be one of the first points of contact for clients and families, helping them access the right support and ensuring they have a positive experience from their first enquiry onwards.

Working closely with our Practice Manager and clinical team, you’ll support the smooth day-to-day running of the service across client enquiries, appointments, clinician diaries, reception, payments, records and general administration.

• Responding to client enquiries by telephone and email in a warm and professional manner
• Helping clients and parents understand our services and arrange appointments
• Coordinating therapy and assessment appointments
• Managing clinician diaries, cancellations and appointment changes
• Following up enquiries and outstanding actions
• Welcoming clients and supporting the day-to-day running of reception
• Processing payments, invoices and administrative queries
• Maintaining accurate and confidential client records
• Using practice management and CRM systems, including Jane App and Hub Spot
• Supporting clinicians and the Practice Manager with general administration
• Helping to review and improve administrative processes and ways of working
• Handling sensitive information in line with GDPR, confidentiality, information governance and CQC requirements

We’re looking for someone who is:

• Highly organised with excellent attention to detail
• Warm, confident and professional
• A strong communicator who can build rapport quickly
• Comfortable speaking with adults, parents, children and clinicians
• Able to manage competing priorities in a busy environment
• Proactive and confident taking ownership of tasks
• Comfortable working independently while contributing positively to a small team
• Empathetic and genuinely client-focused
• Confident using technology and learning new systems

You’ll have at least one year’s relevant experience in administration, reception, customer service or healthcare administration.

Experience in a therapy, psychology, healthcare or clinical setting would be desirable, as would experience with appointment coordination, clinician diaries, Jane App, Hub Spot or similar systems.

• Up to £32,000 FTE, pro rata
• 27 days annual leave plus Bank Holidays, pro rata
• Company pension
• Blue Light Card eligibility
• Training and professional development
• Supportive and experienced team
• Company events and team activities
• The opportunity to contribute to an established and growing healthcare service

22.5 hours per week
, based primarily at our Headington, Oxford clinic
.

There is some flexibility in how the hours are arranged around the needs of the service.
Working Mondays is an essential requirement
, with some evening and/or Saturday work also required.