Counselling Practice Administrator

Remote Counselling Practice Administrator
We have a unique opportunity for a remote or London based administrator (must be UK based).

You will be an integral part of the Leone Centre service, a much-valued service provider that has developed a great reputation over many years for quality and excellence around therapy and consultancy.

Bringing together soulful and holistic approaches and organisational consultancy perspectives, Leone Centre offers various highly regarded services ranging from Individual Counselling & Psychotherapy to Couple Counselling, Marriage Counselling and Corporate Services.

The Leone Centre is committed to providing the highest quality service to clients, empowering them to fulfil their potential.

The Role
As the practice administrator, you are the first point of contact for client enquiries and will be responsible for a variety of administrative duties that contribute towards the smooth running of the Leone Centre.

Due to the nature of the role and growing business, it is essential that the administrator is versatile and able to undertake a range of different tasks at any one time with entrepreneurial spirit.

Reporting to the Practice Manager, you will be required to keep in good communication and provide regular updates with important information/events.

Contract: Self-employed.
Hours: around 15 hours/week on average within office hours.
Hourly rate: Based on experience, plus incentives.
Location: Based in the UK, Remote or London-based.

Responsibilities:

1. Organising responses to client enquiries and managing all the referral processes
2. Book appointments, cancel and make changes using the website’s online appointment booking system.
3. Record new enquiries on the CRM, follow up as required and manage a waiting list, forward relevant
4. forms and confirmation emails to Leone Centre therapists
5. Manage the general administration and filing
6. Administrate the recruitment of new associate members of the team from initial advertising through to interview
7. Request references, insurances, professional body membership, driving licence and enhanced DBS check certificates and keep associates’ documents up to date
8. Induct and set up new starters on our database
9. Be part of training team members on our policies, procedures and calendar systems
10. Communicate with the team on any updates, training, events and meetings
11. Actively identify and escalate areas for improvement in the running of the Leone Centre as we grow and evolve, as in response to changes externally
12. Contribute the review and improvement of all processes to ensure the greatest efficiency at all times
13. Collaborate with Leone Centre to ensure preparedness for all tasks at hand in any absence

Essential Requirements:

1. Excellent communication skills
2. A confident, positive, empathetic and friendly manner
3. Excellent written English, grammar, punctuation and attention to detail
4. Exceptional organisational skills and ability to work as a team
5. Excellent proofreading and formatting skills
6. The ability to prioritise and deliver to deadlines
7. The ability to use your own initiative and be calm under pressure
8. PC or laptop with paid for Anti-Virus and Anti-Malware installed
9. Reliable internet connection
10. A mobile phone handset which can be solely dedicated to this role (paid SIM provided by us)
11. Experience in online appointment booking systems
12. Knowledge of cloud-based storage systems
13. Have a good understanding and commitment to confidentiality
14. Sound knowledge of the General Data Protection Regulation (UK GDPR)

Desirable:

1. Experience in using health record management systems e.g. WriteUpp
2. At least 3-5 years PA experience
3. Experience of working in a private practice or NHS setting
4. Blog and content writing skills
5. Skills for creating content and posting to different social media platforms
6. Experience of using WordPress

Benefits:

1. The ability to work from home within the UK and/or to avoid long commutes.
2. Opportunity to be part of a valued and expanding practice offering an excellent service to our clients.
3. Help make a difference to clients: you will be the first and very important point of contact.
4. CPD and free training

How to apply:

1. Only applications with a cover letter will be considered.
2. Send an up-to-date CV and a cover letter explaining how you meet all of the essential requirements for this role.

If you reach the interview stage, we will get in contact with you with further information.

Note: We reserve the right to close this post before the deadline due to high response numbers. If you do not hear from us, please assume that your application was unsuccessful this time.