Client Services Coordinator

Hopscotch Children's Therapy Centre; Greater London; On-site; GBP 29,000 - 33,000; Full time

Benefits offered by this job

Salary £29,000 – £33,000 depending on,

28 days’ annual leave including bank

Central location in Bloomsbury, WC1E

Job summary

Hopscotch Children's Therapy Centre in London is seeking a capable Client Services & Reception Coordinator to ensure smooth day-to-day running of the clinic. You will be the first point of contact for families and the person who keeps front-of-house, scheduling, and clinic administration running consistently and professionally.

This is not a clinical role, but it requires someone comfortable working within a busy clinical environment alongside qualified professionals.

Qualifications

• Minimum two years’ experience in a reception, customer service, or healthcare administration role.
• Excellent communication and interpersonal skills.
• Strong organisational skills and attention to detail.
• Experience managing appointments and diaries.
• Confident using Microsoft 365 and digital booking or CRM systems.
• Professional, friendly, empathetic approach.
• Able to stay calm and manage competing priorities in a busy environment.
• Understanding of GDPR and confidentiality in client-facing setting.

Responsibilities

• Welcome children, families and visitors to the clinic in a warm, professional manner.
• Keep reception and waiting areas well organised and orderly.
• Answer calls and respond to email enquiries promptly and professionally.
• Manage incoming correspondence and direct enquiries appropriately.
• Coordinate appointments and scheduling, including cancellations and rescheduling.
• Support invoices, payments and purchase orders and maintain accurate records.
• Assist with therapist room allocation and onboarding of new staff.
• Monitor clinic supplies and contribute to service-improvement initiatives.

Skills

Excellent communication

Strong organisational skills

Experience managing appointments &

Diary management

Customer service focus

Calm under pressure

GDPR & confidentiality awareness

Tools

Microsoft 365

CRM systems

Practice management/booking system (TM3)

Job description

About Hopscotch

Hopscotch Children’s Therapy Centre is a specialist paediatric clinic in central London, delivering Sensory Integration, Occupational Therapy, and Speech and Language Therapy to children with neurodevelopmental differences including autism, ADHD, sensory processing disorder, and dyspraxia. We support children and their families through EHCP-funded and private pathways, working closely with Local Authorities, schools, and multidisciplinary professionals. We are in an active phase of growth, expanding our clinical team and developing an Alternative Education Provision at our adjacent premises. As we scale, the strength of our day-to-day operations matters more than ever, and this role is central to delivering it consistently.

The Role

We are looking for a capable, well-organised Client Services & Reception Coordinator to support the smooth day-to-day running of our clinic. Reporting to the Client Experience Manager, you will be the welcoming first point of contact for our families and the person who keeps front-of-house, scheduling, and clinic administration running consistently and professionally. This is not a clinical role, but it requires someone comfortable working within a busy clinical environment alongside qualified professionals. It is a hands‑on, people‑facing role for someone who takes pride in being organised, reliable, and warm with families. The successful candidate will bring a minimum of two years’ experience in a reception, customer service, or healthcare administration setting, with a track record of reliable delivery and strong attention to detail.

Reporting Line

This role reports directly to the Client Experience Manager and works closely with the wider administrative and clinical teams, including our Client Relationship Manager on front-of-house and family communication.

Key Responsibilities Reception & Front Of House

• Welcome children, families, and visitors warmly to the clinic.
• Keep reception and waiting areas professional, welcoming, and well organised.
• Answer telephone calls and respond to email enquiries promptly and professionally.
• Manage incoming correspondence and direct enquiries to the right person.
• Support visitors and external professionals attending the clinic.

Appointment Bookings & Scheduling

• Coordinate appointments using the clinic management system.
• Schedule assessments, therapy sessions, parent workshops, and consultations.
• Confirm appointments with families and manage cancellations and rescheduling.
• Support waiting list management and help maximise appointment utilisation.
• Keep clinician diaries accurate and up to date.

Client & Family Support

• Act as a first point of contact for routine parent and family enquiries.
• Keep families informed about appointments, reports, and clinic processes.
• Provide a friendly, supportive service to children and their families.
• Escalate complex or sensitive concerns to the Client Experience Manager.

Payments & Administration

• Process payments and maintain accurate payment records.
• Support invoice administration and routine payment enquiries.
• Assist with purchase orders and administrative documentation.
• Maintain accurate client records in line with GDPR requirements.
• Support the completion of registration and consent documentation.

Clinic Operations Support

• Assist with therapist room allocation and scheduling.
• Support onboarding administration for new staff.
• Monitor clinic supplies and report operational issues.
• Provide reception cover and support service‑improvement initiatives as needed.

Person Specification Essential

• Minimum two years’ experience in a reception, customer service, or healthcare administration role.
• Excellent communication and interpersonal skills.
• Strong organisational skills and attention to detail.
• Experience managing appointments and diaries.
• Confident using Microsoft 365 and digital booking or CRM systems.
• A professional, friendly, and empathetic approach.
• Able to stay calm and manage competing priorities in a busy environment.
• Understanding of GDPR and confidentiality in a client-facing setting.

Desirable

• Experience within a healthcare, therapy, education, or private clinic setting.
• Experience using a practice management or booking system (e.g. TM3).
• Knowledge of SEND, EHCPs, or paediatric services.
• Experience handling payments and invoicing.

What We Offer

• A varied, hands‑on role with genuine development potential in a growing specialist clinic.
• Close mentorship from the Client Experience Manager and exposure to the wider clinical leadership team.
• Salary of £29,000 – £33,000 depending on experience.
• 28 days’ annual leave including bank holidays.
• A centrally located clinic in Bloomsbury, WC1E.
• A supportive, mission-driven team environment.