Client Services Administrator

Centric Health Ltd; Dublin; Hybrid; EUR 17,000 - 24,000; Full time

Job summary

Centric Mental Health is seeking a Client Services Administrator to act as the first point of contact for clients. The role centers on coordinating appointments, managing calendars, and responding to enquiries by phone and email in a supportive, confidential environment.

You will maintain client records, support diary management, and ensure smooth day-to-day operations of the client services function while upholding data protection standards and professional boundaries.

Qualifications

• Experience in a client-facing administrative, customer service, scheduling, or coordination role.
• Fluent in MS Office, particularly Word and Excel.
• Excellent written and verbal English.
• Experience in mental health, healthcare, psychology, or private practice setting.

Responsibilities

• Manage and coordinate clinicians’ calendars, ensuring appointments are scheduled accurately.
• Schedule, reschedule, and cancel client appointments across multiple clinicians and services.
• Monitor appointment availability and optimise clinician schedules.
• Coordinate appointment changes, waitlists, cancellations, and follow-ups.
• Maintain accurate client contact details and records in the practice management system.
• Handle client enquiries via phone and email with a warm, professional manner.

Skills

Client-facing

Scheduling

MS Office (Word/Excel)

Communication

Organisational skills

Data protection

Confidentiality

English proficiency

Healthcare setting experience

Tools

Practice management software

Job description

Location: Hybrid / Sandyford Rd, Dundrum, Dublin 16, D16 FC92, Ireland
job type: Permanent / Full-time
Sector and subsector: Medical & Healthcare | Administration
HourlyFixed salary:€ 15.00

At Centric Mental Health, we are dedicated to providing exceptional mental health care and support to individuals across all age groups in Primary Care. We are seeking a warm, organised, and proactive Client Services Administrator to join our dynamic and growing team.

The Client Services Administrator plays an important role in ensuring a smooth, supportive, and professional experience for service users from their first point of contact with the practice. Working primarily through phone and email, this person will be responsible for coordinating appointments, managing clinicians’ calendars, responding to client enquiries, and supporting the effective day-to-day running of our client services function.

Responsibilities

The successful candidate will be responsible for the following:

Calendar and Appointment Management

• Manage and coordinate clinicians’ calendars, ensuring appointments are scheduled accurately and efficiently.
• Schedule, reschedule, and cancel client appointments across multiple clinicians and services.
• Monitor appointment availability and identify opportunities to optimise clinician schedules.
• Coordinate appointment changes, waitlists, cancellations, and follow-up bookings.
• Ensure calendars and appointment records are accurate and up to date.
• Communicate scheduling changes clearly and promptly to clients and clinicians.
• Proactively identify and resolve scheduling conflicts or gaps in clinicians’ diaries.

Client Communication and Support

• Act as a primary point of contact for clients contacting the practice by phone and email.
• Respond to appointment enquiries, booking requests, and general administrative questions in a timely and professional manner.
• Provide a warm, welcoming, and reassuring experience for clients from their initial enquiry onwards.
• Manage client communications with discretion, maintaining appropriate professional boundaries and confidentiality.
• Escalate clinical questions, concerns, or sensitive situations.

Client Services Administration

• Maintain accurate client contact details, appointment information, and communication records within the practice management system.
• Monitor the client services inbox and ensure enquiries are acknowledged, prioritised, and followed up appropriately.
• Follow established processes for appointment confirmations, reminders, cancellations, and follow-ups.
• Ensure client records (incl. sessions’ payments) and administrative processes are maintained in line with practice policies and data protection requirements.
• Manage referral pathways accordingly.

Service Coordination and Continuous Improvement

• Help ensure the client services function operates smoothly, consistently, and efficiently.
• Identify recurring scheduling issues, communication bottlenecks, or opportunities to improve the client experience.
• Maintain clear processes for managing enquiries, appointment changes, and outstanding client requests.
• Work collaboratively with clinicians and colleagues to support effective diary management and service delivery.
• Contribute to the development and improvement of client services procedures and standards.
• Support Senior Management Team with selected administrative duties.

Skills and Experience

• Experience in a client-facing administrative, customer service, scheduling, or coordination role.
• Fluent in MS Office, in particular Word and Excel.
• Strong written and verbal communication skills, with a warm, professional, and reassuring telephone manner.
• Excellent organisational skills and strong attention to detail.
• Ability to multitask and prioritise based on changing needs.
• Team player with the ability to work independently and proactively.
• A high level of discretion and an understanding of confidentiality and data protection.
• Excellent written and spoken English is a must.
• Experience working in a mental health, healthcare, psychology, or private practice setting, incl. handling sensitive and confidential information.
• Familiarity with practice management or appointment scheduling software.
• Understanding of professional boundaries and the distinction between administrative support and clinical care.

Benefits of working with Centric Mental Health:

• Pension: The company will match a 5% employee contribution every month.
• Access to our Employee Assistance Programme to speak to an independent, trusted advisor regarding any personal issues or challenges.
• Sick Leave: Upon completion of your probation, the Company will pay basic salary totalling a maximum of 2 weeks of your contracted hours.
• GP Visits: All Centric Mental Health employees plus immediate family are eligible for discounted GP visits in Centric Health Practices.
• Indemnity: Indemnity is covered under the Company’s policy.
• Birthday Day Off
• Maternity Leave
• Paternity Leave
• Flexible Working

Specific Job Details:

• Contract: Permanent Full-Time
• Hours: 40 hours per week
• Working Pattern: Mon to Fri 9am to 5:30pm including a 30-minute unpaid break
• Location: Hybrid - Remote & In-office (Level 7, Intact Building (RSA House), Dundrum Town Centre, Sandyford Road, Dundrum, Dublin 16, D16 FC92)
• Salary Range: €15 per hour

Centric Mental Health is an equal opportunity employer committed to diverse and inclusive workforce.