Practice Manager/PA (Mostly remote)

[circlepsychology]

Job Title- Practice Manager/PA

Salary: £16,250-£19,500 pa depending on experience

Job Type: 25 hours per week (one year fixed-term with potential for permanent role after that)

Schedule: Mondays to Fridays 9am-2.30pm or 9.30am – 3pm

Pension and 20 days annual leave + Bank holidays

Annual leave can be taken during all school holidays apart from February half term but should not overlap with director’s annual leave in the summer holidays.

We are seeking a professional, self-motivated and highly organised Practice Manager/PA with an excellent eye for detail. The role involves carrying out various secretarial tasks to ensure the smooth running of the Practice of a private mental health clinic. You will be an integral part of a busy practice delivering the highest quality service, where you will be valued for your skills and expertise. Great customer service skills are essential. You should possess a professional phone manner and the ability to work efficiently without supervision. The role also involves social media and you will create and share posts and follow others on our social media accounts. You will have the freedom to create systems, processes and use your own Initiative. The job offers the flexibility of working from home with occasional days in the office in Dulwich Village and at our therapy rooms in East Dulwich (no more than three days per month). Ongoing support and training will be provided.

Key Responsibilities and Duties

Providing a point of contact and support for new clients seeking appointments and advice as well as existing clients.

Managing clinician appointment diaries to match new clients with clinicians and managing the wait list for appointments.

Dealing with enquiries and requests from both director, client, and associates efficiently and courteously in a time effective manner.

Book-keeping including client and insurance invoicing, taking client payments, logging payments using FreeAgent, following up on payments to ensure they are made in a timely manner.

Providing a full clinical Secretarial service to the clinic director (filing, photocopying, scanning, taking phone calls/messages, dealing with post, emails, bookings, insurance, bill payments, courses, travel, appointments etc.).

Ensuring client records, correspondence and communications with clients are maintained, uploaded and kept up to date on the practice management system (WriteUpp).

Awareness of responsibilities under local Information Governance regulations and General Data Protection Regulations (GDPR).

Managing practice insurance policies and subscriptions.

Ordering office supplies and taking them from our office premises to our therapy rooms in East Dulwich.

Carrying out online inductions and in-person room viewings for new associates.

Creating content and updating practice social media to promote audience interaction and increase audience presence on websites.

Maintain WordPress website with news and changes.

Essential skills and experience:

An enthusiastic, approachable, warm and confident person with excellent interpersonal skills and the ability to put people at ease.

Ability to identify and proactively problem-solve issues in the practice and for clients.

Extremely organised and methodical.

A calm and articulate telephone manner and excellent written English (good spelling and grammar is essential).

Ability to develop systems for more effective management of the Practice.

Highly proficient in Microsoft Office (Powerpoint, Excel & Word).

Previous experience in the Healthcare sector would be desirable but not essential.

Interest in working with a local mental health clinic, providing the highest level of client service.

DBS check essential.

Please note you must be eligible to work in the UK. If you feel you have the experience, and the role is of interest please forward your CV advising of your location and availability. The role is subject to adequate references and DBS check (formerly known as CRB).

E-mail: [email protected]

Deadline for Applications: 18th March

Interviews: Week commencing 20th March