Practice Manager in Abergavenny

Salary: £35,000 FTE

Hours: 18 hours per week over a minimum of 3 days

Perks: Work from home, flexibility, 25 days annual leave plus bank holidays (pro rata), and pension. Plus, we actively encourage CPD, we strongly believe in work-life balance, and we want you to be fulfilled at work so this is a role that you can really put your own stamp on.

Department: Clinical Psychology Practice, ADHD Clinic & Sleep Athletic

Responsible to: Dr. Chris James, Consultant Clinical Psychologist

Location: Fully Remote (working from home)

Sector: Independent healthcare provider adult mental health.

Key benefits:

• Pension scheme
• Flexible working hours
• Remote role working from home
• Competitive annual leave package
• Positive and supportive culture
• Support for CPD activities

About you

Having worked previously as an executive assistant, medical assistant or practice manager, you're ready for a new challenge. You'll have, and be able to evidence, the following skills and attributes:

Must haves

• Education: You have a degree, or comparable professional certification in a relevant discipline.
• Technical skills: You're fluent in using Microsoft Office suite (Word, Excel, Outlook, PowerPoint), practice management systems (e.g. WriteUpp), online systems for invoicing (e.g. HealthCode, BUPA) and workflow management systems (e.g. Asana). Most importantly, you're unfazed by learning new systems and applications and are quick to learn.
• Organisational skills: We need someone who'll keep us all on track and drive the business forward, so impeccable organisation is a must. You've got exceptional time management skills, with the ability to prioritise and keep multiple tasks and projects on the go at once.
• Communication skills: This is a client-facing role so as well as communicating effectively with our tight-knit team, you'll be representing our business and our brand externally, so you'll be professional and confident on the phone as well as over email.
• Problem-solving: You're calm and unflappable when faced with challenges and you take a proactive approach to handling issues. You spot when there's a better way of doing something and you're keen to share your creative ideas and solutions.
• Adaptability: We're a small and remote team so you're happy working independently. But this role is a key part of our team so it's important that you can equally work co-operatively.
• Attention to detail: You have a keen eye for detail and take pride in a consistently professional presentation. You spot the typos and grammar clangers!
• Confidentiality and information governance: Confidentiality is at the core of our business, so you'll need to sign and maintain a confidentiality agreement and if necessary, a non-disclosure agreement regarding client data.
• Ability to work in line with our company values and policies: Our core values are empowerment, containment and compassion, humility and curiosity. We're looking for someone who reads that list and thinks: yes!
• All set for remote working: You're fully set up for a remote role, with a fast and reliable internet connection, a computer with webcam and antivirus software, in a private space free from interruptions.

Nice to haves

• Experience developing practice procedures and policies
• An interest in business development and marketing
• Experience using social media for business
• An understanding of Clinical Psychology and the private healthcare sector
• Knowledge of relevant legislation including GDPR, the Data Protection Act and principles of confidentiality

About the role

We're a small, highly ambitious organisation known for providing high quality psychological services (including therapy, assessments, consultation and expert witness work). We're in high demand and we're looking for a proactive, driven, professional practice manager to join our team. You'll take the reins and help keep the team organised, enabling our brilliant psychologists to provide the highest quality support to our clients. This is a crucial and valued role and we're looking for someone who shares our ambition for growth and can support the business with efficient day-to-day management.

You'll have regular contact with our wider team, including third party agencies (from web design to HR support), as well as the broader network of colleagues and referrers we closely work with including Clinical Psychologists, sleep specialists and medical professionals. This role is a permanent post. We're looking for someone to become embedded in the team and in return will encourage you to innovate and support you to grow your skills and develop your career.

Day-to-day responsibilities

• Manage administrative tasks: Provide administrative support to the team including data entry, data management, preparing documents, email templates and standard operating procedures.
• Handle phone calls and email enquiries: Answer and manage incoming calls and emails in a prompt, responsive and courteous way that reflects our brand and reassures our clients.
• Onboarding new clients: Be the first point of contact for new enquiries and ensure that the practice terms and agreements are completed prior to booking completion.
• Clinical system support: Support with configuration and the smooth running of the practice clinical system (WriteUpp), including booking in appointments, setting up invoicing and reconciling financial information.
• Perform bookkeeping tasks: Manage tasks including invoicing clients and insurance providers (e.g. utilising Healthcode, BUPA online providers, AXA portal). Support with integrated payment systems (Stripe). Reconcile payments with the clinical system (WriteUpp) and follow up on late payments as required.
• Coordinate schedules: Assist with scheduling appointments and organising calendars for the clinical team.
• Create workflow processes for admin tasks: Be actively involved with auditing processes, optimising administrative procedures and advising the team on improvements.
• Medico-legal administration support: Liaise with solicitors, insurers and case managers as required.
• Onboarding new members of staff: Support with creating standard operating procedures and develop knowledge of clinical systems and working processes to be able to support new clinical staff with induction.
• Help with marketing: Support with editing website content, creating flyers and utilising social media.

About us

Our clinical director, Chris, set up Dr. Chris James | Clinical Psychology Practice in 2015 and we've since grown into a successful, busy private practice that provides evidence-based therapeutic interventions, specialist assessments, clinical supervision, training, consultation, and medicolegal work to individuals and organisations from all over the UK and internationally. The company has three main brands: the Clinical Psychology Practice, which provides mental health and wellbeing support, Sleep Athletic, which helps professional athletes sleep and perform better, and the ADHD Clinic, where we assess and diagnose ADHD in adults. We also provide clinical sleep support to non-athletes (primarily sleep assessments and CBT-I treatment for insomnia).

Our Ethos and Values

We very much support flexible working arrangements and encourage personal autonomy, whilst recognising that members of our team need to be adequately supported and helped to develop their skills, knowledge and experience. We also recognise the importance of still feeling like a team when working remotely. As a Practice Manager within our company, you will have regular meetings with Dr. Chris James and the team. Our core values are empowerment, containment & compassion, humility, and curiosity. We also believe that less is more, and quality is more important than quantity. We are always looking to streamline admin processes and find out how technology can help with this. We're open to new ideas and new tech, whilst recognising that people are at the heart of all that we do. Our goal is to provide focused, high quality, effective interventions that are tailored to our clients and that result in meaningful, positive change.

Ready to apply?

Please send a copy of your CV and a covering letter/email to us, letting us know what attracts you to the role and what makes you the ideal candidate. Have you read through this and love the sound of the role, but you're not quite ticking every box? That's ok, we still want to hear from you. Just let us know which criteria you don't quite meet. We recognise it's most important to find the right person.

Please include your availability for interview in the coming weeks. Closing date for receipt of applications: TBC

Interviews will take place via video call (date TBC)

For informal enquiries about this role, please email or message.