Practice Administrator in Oxford

Hours: 22.5 per week, scheduled over three or more days

Are you seeking an opportunity to develop your reception and admin skills in a meaningful role where you support and improve people’s mental health and wellbeing? If so, please read on… We are seeking a warm, empathetic, and highly organised practice administrator to join our friendly team on a part-time basis, with the potential to increase to full-time for the right person. The ideal candidate will be an enthusiastic multi-tasker with excellent communication and customer service skills, a genuine interest in supporting others, and a proactive, can-do attitude.

About Oxford CBT

Oxford CBT is Oxford’s leading private Therapy and Neurodevelopmental Assessment Service for adults and children. Founded on the core value of helping people improve their own wellbeing and the lives of those they care about, we offer compassionate, evidence-based support tailored to each individual’s needs. Our experienced team provides rapid access to high-quality therapy and assessments — without the long waiting lists — helping clients make meaningful, lasting changes in their lives.

Main Duties

• Be the first point of contact for clients through NHS - Right to Choose
• Provide a warm, welcoming and responsive reception and telephone service to all clients and visitors, ensuring enquiries are dealt with efficiently and waiting times kept to a minimum.
• Follow up on enquiries and give advice with respect to the services offered by Oxford CBT.
• Book in new referrals and support current clients with scheduling and managing their appointments.
• Receive and record payments for bookings.
• Process information (electronic and hard copy) and use the practice management system (Jane App) and CRM system (HubSpot) - full training will be provided.
• Support the team of clinicians in ensuring high quality of customer care and services are met.
• Use initiative to deal with issues as they arise, solving problems where possible or referring to others (e.g. Practice Manager or Clinical Director).

Monitoring and Reviewing Responsibilities

• Monitor client enquiries, bookings, and administrative processes to ensure efficiency and accuracy.
• Maintain accurate and up-to-date records, ensuring compliance with data protection and confidentiality requirements.
• Review reception and administrative procedures on an ongoing basis and make recommendations for improvement.
• Support management in monitoring performance metrics (e.g. enquiry response times and appointment attendance).

Qualifications

• Previous experience as a receptionist/administrator or in a similar role is preferred.
• Experience in a healthcare setting is a plus.
• Excellent communication skills, both verbal and written.
• Attention to detail and accuracy in all tasks performed.
• Proficient in using computer software.
• Ability to maintain confidentiality of a sensitive nature.

The opportunity is part time based at our freshly refurbished clinic in central Headington. The role comes with flexibility of hours for the right candidate to fit with family, carer or study commitments. Please only apply if you are warm, kind and patient with a keen eye for detail whilst holding our priority to improve access and provide professional care. To apply, please submit a CV along with a one-page cover letter explaining why you are a strong fit for this role. Applications without a cover letter may not be considered.