Practice Administrator – Therapy Services

Oxford CBT Limited; Oxford; On-site; GBP 19,000 - 32,000; Part time

Benefits offered by this job

27 days annual leave

Company pension

Blue Light Card eligibility

Training and development

Team events

Supportive team

Headington, Oxford clinic

Job summary

Oxford CBT is seeking a warm, organised Practice Administrator to join the Therapy Services team in Headington, Oxford. The role supports client enquiries, appointments, clinician diaries, payments and records, reporting to the Practice Manager and clinical team.

Flexible hours and part-time arrangement are available. You’ll use JaneApp and HubSpot, maintain confidential records, and contribute to improving admin processes.

Qualifications

• At least one year of relevant administration, reception, customer service or healthcare administration experience.
• Experience in therapy, psychology, healthcare or clinical settings desirable.
• Strong organisational skills with attention to detail and a professional manner.
• Excellent communication with clients, families and clinicians.

Responsibilities

• Respond to client enquiries by phone and email in a warm, professional manner.
• Assist clients and parents to understand services and arrange appointments.
• Coordinate therapy and assessment appointments; manage clinician diaries.
• Handle reception duties and day-to-day admin tasks.
• Process payments, invoices and administrative queries; maintain records.

Skills

Organised

Attention to detail

Warm communication

Rapport building

Multitasking

Proactive ownership

Independent worker

Empathetic client-focused

Tech savvy

Tools

JaneApp

HubSpot

Job description

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.

What you’ll be doing

• 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 JaneApp and HubSpot
• 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
  

About you

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, JaneApp, HubSpot or similar systems.

What we offer

• 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
  

Hours & location

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.