Office Administrator

Working as part of the administration team, you will:

• Welcome children, parents and visitors to the clinic in a friendly and professional manner.
• Check children in for their appointments and notify therapists of arrivals.
• Manage reception and ensure the waiting area remains welcoming, tidy and organised.
• Answer telephone calls, emails and parent enquiries promptly and professionally.
• Respond to appointment, therapy and general enquiries.
• Process payments, issue receipts and support payment plan administration.
• Chase outstanding invoices and follow up overdue payments in a professional manner.
• Support parents with booking appointments and accessing clinic information.
• Maintain accurate client records and update the clinic management system.
• Assist with appointment scheduling and diary management.
• Support therapists with general administrative tasks.
• Prepare therapy resources and clinical documentation when required.
• Prepare therapy rooms and reception areas before clinics begin.
• Ensure registration forms, consent forms and other documentation are completed and accurately recorded.
• Open and close the clinic in accordance with opening and closing procedures.
• Monitor office and therapy stock levels and order supplies as required.
• Liaise with schools, local authorities and other professionals regarding appointments and documentation.
• Support the organisation of parent workshops, open days and clinic events.
• Assist with social media updates, newsletters and clinic communications where required.
• Maintain confidentiality and handle sensitive information in accordance with GDPR and clinic policies.
• Identify and escalate safeguarding or clinical concerns promptly to the appropriate manager.
• Support the smooth day-to-day running of the clinic and undertake general office administration duties as required.
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