Reception & Clinic Coordinator (Funding & Administration)
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
