Client Care Administrator

Vitus Wellbeing; United Kingdom; Remote; GBP 60,000 - 80,000; Part time

Job summary

Vitus Wellbeing, a psychotherapy clinic, seeks a part-time Client Care Administrator with a psychology background. This remote role will involve managing client interactions, scheduling appointments, and supporting the clinical team. Ideal candidates will possess excellent communication and organisational skills.

Qualifications

• Background in psychology, mental health, or therapy either through education or experience.
• Excellent written and verbal communication skills.
• Strong organisational and administrative skills.

Responsibilities

• Respond to client enquiries via email and phone.
• Collect and input intake information into client database.
• Manage appointments and monitor payment status.

Skills

Communication

Organisational Skills

Empathy

Education

Degree or experience in psychology or mental health

Tools

CRM

Databases

Stripe

Job description

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Client Care Administrator (Psychology/Therapy Background Preferred)

Part-time | Remote | £15–£18 per hour depending on experience

About Us

Vitus Wellbeing is a specialist psychotherapy clinic in London offering expert therapeutic support to children, adolescents, adults, couples, and families. We pride ourselves on providing a highly personalised service, matching each client to the most suitable therapist for their needs. As we grow, we're looking for a dedicated Client Care Administrator to support our clinical and operational work.

The Role

We're seeking an organised, empathetic and proactive Client Care Administrator with a strong interest or background in psychology or mental health. You’ll be the first point of contact for client enquiries, manage therapist diaries, oversee bookings and payments, and ensure the smooth day-to-day running of the clinic. This role directly supports the Clinical Director (a qualified psychotherapist), with the potential to grow as the clinic expands.

Key Responsibilities

• Respond to client enquiries via email and phone using established templates and triage processes
• Collect and input intake information into our client database
• Assist in the therapist matching process using a provided framework
• Book appointments and send confirmations
• Monitor payment status via Stripe and follow up on unpaid sessions
• Check in with clients after first sessions and track outcomes
• Liaise with therapists about availability and client fit
• Maintain accurate records of referrals, sources, and bookings
• Identify client trends and flag operational or marketing opportunities

Essential Requirements

• Background in psychology, mental health, or therapy (e.g. degree, prior experience, interest)
• Excellent written and verbal communication skills
• Strong organisation and administrative skills
• Discretion and sensitivity handling confidential information
• Comfortable using digital systems (Databases, Stripe, CRM)
• Self-motivated and reliable – able to work independently and with initiative
• Has own laptop and reliable internet connection

Desirable

• Familiarity with different therapeutic modalities (e.g. CBT, psychodynamic, integrative)
• Experience in a private practice, therapy clinic, or healthcare admin role
• Knowledge of GDPR and ethical handling of client data

Pay and Hours

• £15–£18/hour depending on experience and qualifications
• Ideally 8–12 hours per week to start, with potential to grow
• Fully remote, with flexibility required for responding to new enquiries promptly

How to Apply

• Apply via LinkedIn or by sending a short cover email, your CV, and a few lines about your interest in the role and any relevant background in psychology or therapy to [e-mail]

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

• Industries

  Health, Wellness & Fitness

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