Reception & Clinic Administrator

Confidential; Hersham; On-site; GBP 23,000 - 27,000; Full time

Job summary

Confidential in Hersham is seeking a Reception & Clinic Coordinator to manage front-of-house, clinic admin, appointment coordination and funding support. This varied role ensures the smooth daily operation and delivers an exceptional client experience.

Working with Clinical Director, Practice Manager and Finance Manager, you will support clients and clinicians, handle funding applications and maintain accurate records in a busy clinic environment.

Qualifications

• Previous experience in clinical, healthcare or busy administrative environment.
• Excellent organisational and communication skills.
• Calm, proactive approach with the ability to prioritise and problem-solve under pressure.
• Outstanding customer service and relationship-building skills.
• High levels of computer literacy, including spreadsheets, databases and document management.
• Strong attention to detail and administrative accuracy.
• Ability to multitask in a fast-paced environment with frequent interruptions.
• Commitment to safeguarding, equality, inclusion and neurodiverse-affirming practice.
• Desirable: knowledge of funding processes.

Responsibilities

• Front Desk & Client Care: welcome clients, answer calls and emails, deliver high-quality customer service.
• Scheduling & Client Coordination: book and amend appointments, liaise with therapists, manage forms.
• Funding Coordination: prepare quotations, submit funding applications, monitor allocations.
• Administration & Data Management: data entry across clinic systems, timesheet processing.
• Financial Administration: process client payments, issue receipts and maintain records.

Skills

Organisational skills

Communication skills

Problem-solving under pressure

Customer service

Multitasking

Attention to detail

Tools

Spreadsheets

Databases

Document management

Job description

Reception & Clinic Coordinator (Funding & Administration)

Location: Hersham

Working Days: Wednesday, Thursday, Friday & Saturday 8:30am - 6:30pm

Salary: £23,000 - £27,000 per annum (depending on experience)

Join a Friendly, Professional Clinical Team

Are you an organised, people-focused administrator who enjoys variety and thrives in a busy environment?

Our client is looking for a Reception & Clinic Coordinator to become the welcoming face of a growing practice. This is a varied role combining front-of-house reception, clinic administration, appointment coordination and funding management, ensuring the smooth day-to-day running of the clinic while delivering an exceptional client experience.

Working closely with the Clinical Director, Practice Manager and Finance Manager, you'll play a key role in supporting both clients and clinicians.

What You'll Be Doing

Front Desk & Client Care

• Welcome clients and visitors with a warm, professional approach.
• Answer telephone calls, emails and general enquiries.
• Deliver outstanding customer service, resolving queries wherever possible with a personal phone call before following up by email.
• Manage incoming and outgoing post and deliveries.
• Maintain a tidy, welcoming and professional reception area.

Scheduling & Client Coordination

• Book, amend and coordinate client appointments.
• Liaise with therapists to schedule both clinical and non-clinical sessions.
• Proactively convert new enquiries into booked assessments.
• Send welcome packs, forms and new client documentation.
• Create and maintain accurate client records, ensuring all consent forms are completed.

Funding Coordination

• Prepare funding quotations.
• Submit funding applications and obtain authorisations.
• Monitor funding allocations and maintain accurate financial records.

Administration & Data Management

• Process and monitor therapists' timesheets, highlighting any discrepancies.
• Ensure accurate and timely data entry across clinic systems.
• Support the Practice Manager with a variety of administrative tasks.

Financial Administration

• Process client payments.
• Issue receipts and maintain accurate payment records.

Our Client Is Looking For Someone Who Has:

• Previous experience within a clinical, healthcare or busy administrative environment
• Excellent organisational and communication skills
• A calm, proactive approach with the ability to prioritise and problem-solve under pressure
• Outstanding customer service and relationship-building skills
• High levels of computer literacy, including spreadsheets, databases and document management
• Strong attention to detail and excellent administrative accuracy
• The ability to multitask in a fast-paced environment with frequent interruptions
• Excellent negotiation, conflict resolution and problem-solving skills
• A commitment to safeguarding, equality, inclusion and neurodiverse-affirming practice

Desirable Experience

• Healthcare or clinical administration
• Knowledge of client onboarding and healthcare documentation
• Experience managing funding arrangements
• Understanding of safeguarding procedures and confidentiality standards

What's On Offer

• A varied and rewarding role where no two days are the same
• Supportive and collaborative clinical team
• Opportunity to make a real difference to clients and families
• Modern, welcoming working environment

Please Note

Offers of employment will be subject to:

• Satisfactory employment references
• A successful DBS check