Reception & Clinic Administrator in Walton-on-Thames

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