Practice Administrator – Therapy Services
Oxford CBT | Headington, Oxford
Part-time: 22.5 hours per week | Permanent
Salary: Up to £32,000 FTE, pro rata
Oxford CBT is an established independent therapy and neurodevelopmental service supporting adults, children and families. We’re looking for a warm, organised and proactive Practice Administrator to join our therapy services team.
This is a varied and important role within the practice. You’ll be one of the first points of contact for clients and families, helping them access the right support and ensuring they have a positive experience from their first enquiry onwards.
Working closely with our Practice Manager and clinical team, you’ll support the smooth day-to-day running of the service across client enquiries, appointments, clinician diaries, reception, payments, records and general administration.
What you’ll be doing
- Responding to client enquiries by telephone and email in a warm and professional manner
- Helping clients and parents understand our services and arrange appointments
- Coordinating therapy and assessment appointments
- Managing clinician diaries, cancellations and appointment changes
- Following up enquiries and outstanding actions
- Welcoming clients and supporting the day-to-day running of reception
- Processing payments, invoices and administrative queries
- Maintaining accurate and confidential client records
- Using practice management and CRM systems, including JaneApp and HubSpot
- Supporting clinicians and the Practice Manager with general administration
- Helping to review and improve administrative processes and ways of working
- Handling sensitive information in line with GDPR, confidentiality, information governance and CQC requirements
About you
We’re looking for someone who is:
- Highly organised with excellent attention to detail
- Warm, confident and professional
- A strong communicator who can build rapport quickly
- Comfortable speaking with adults, parents, children and clinicians
- Able to manage competing priorities in a busy environment
- Proactive and confident taking ownership of tasks
- Comfortable working independently while contributing positively to a small team
- Empathetic and genuinely client-focused
- Confident using technology and learning new systems
You’ll have at least one year’s relevant experience in administration, reception, customer service or healthcare administration.
Experience in a therapy, psychology, healthcare or clinical setting would be desirable, as would experience with appointment coordination, clinician diaries, JaneApp, HubSpot or similar systems.
What we offer
- Up to £32,000 FTE, pro rata
- 27 days annual leave plus Bank Holidays, pro rata
- Company pension
- Blue Light Card eligibility
- Training and professional development
- Supportive and experienced team
- Company events and team activities
- The opportunity to contribute to an established and growing healthcare service
Hours & location
22.5 hours per week, based primarily at our Headington, Oxford clinic.
There is some flexibility in how the hours are arranged around the needs of the service. Working Mondays is an essential requirement, with some evening and/or Saturday work also required.
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Practice Administrator – Therapy Services in Oxford employer: Oxford CBT Limited
Oxford CBT Limited is an exceptional employer that prioritises compassionate, person-centred care within a supportive and collaborative work environment. Our flexible self-employed roles allow therapists to balance their professional and personal lives while contributing to meaningful outcomes for both adults and children. With a focus on continuous professional development and a multidisciplinary approach, we offer unique opportunities for growth and specialisation in areas such as eating disorders and neurodivergent support.
