Reception & Clinic Administrator

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