Office Manager Belfast An amazing opportunity has arisen within my client based in the Private Healthcare Sector. Job Title: Senior Administrator / Office Manager (Medicolegal Practice) Location: Primarily remote 80% (Northern Ireland based) — occasional in-office work (Belfast) as per business requirements (e.g., collecting post once weekly or attending a training venue as required). Access to a car is essential. Hours: Full-time – 37.5 hours per week (Monday–Friday, core hours to be agreed) Salary: 1. £35,000 - £40,000 per annum (higher range for exceptional experience) 2. Pension contribution (5% Nest Employer Contribution Pension) 3. 20 days annual leave (excluding statutory holidays) About the Role We are a well-established independent medicolegal psychology practice providing expert witness services to solicitors across the UK & Ireland. We have a dedicated team of psychologists and sessional associates. We are seeking a highly organised and proactive Senior Administrator to oversee the smooth running of all administrative operations. The role is primarily home-based, with minimal on-site requirements, and will suit someone confident in working independently while managing a busy and varied workload. The role will also include administration for our small training events department, involving venue booking, liaison with stakeholders and catering arrangements for a number of events per year. Key Responsibilities Case Management: * Process new medicolegal referrals, ensuring all required documentation is complete and accurately recorded in our cloud-based clinical notes systems. * Identifying, implementing and updating policies and procedures according to changes in practice policy, good practice guidelines and legislation. Overseeing compliance with practice policies and procedures for all clinical, non-clinical staff and associates. This includes an annual review for legislative changes and communication as required * Allocate cases to clinicians and track clinicians timetables and capacity and demand across the clinical team. * Performance management of an administrative team who are responsible for referral intakes, scheduling and processing of appointments. * Maintain our CRM workflow for purposes of referral management and processing * Handling compliments and complaints from clients and service-users with empathy and discretion; Reporting on same as required. * Organise and chair regular team meetings, setting and reviewing team agendas and provide business minutes and actions to maintain focus and direction. * Information Governance lead with awareness of GDPR, Data Protection and confidentiality awareness * Responding to requests and requirements from within the clinical team in relation to clients. Scheduling & Appointments: * Manage the central diary, arrange and amend client appointments. * Coordinate with solicitors and clients regarding appointments. Document Management: * Receive, log, and upload medical records and legal documents to our secure cloud-based systems. * Compliance with data retention and destruction as required. External Liaison: * Act as the primary point of contact for our referrers managing queries and responding to urgent requests. * Handle requests from stakeholders with regards to training events. Communicate with stakeholders with regards upcoming events and availability for delegates. Operational Oversight: * Monitor incoming communications and allocation of tasks appropriately to junior admin support. * Provide regular Supervision and support to Junior admin team * Responsible for overseeing the maintenance of our CRM database of referrers. * Responsible for maintaining sight of improvements and efficiencies within the practice, discussing these with the directors, implementing as required and disseminating within the wider practice. Compliance & Confidentiality: * Maintain data protection standards and ensure GDPR compliance in all admin processes. Training Events Coordination: * Manage registrations, invoicing, venue booking, and catering arrangements for 2–3 training events per year. HR: * Maintaining record of sickness, absenteeism and leave within the admin team and communicating that as required to our finance administrator. Essential Skills & Experience Minimum 3 years’ experience in a senior administrative or office management role. Proven ability to manage multiple priorities in a deadline-driven environment. Experience in management of service improvement projects Strong professional written and verbal communication skills. Proficiency with CRM systems and workflow management tools. Proficiency with digital systems (ideally including case management software). High attention to detail and accuracy in document handling. Ability to work independently and make decisions confidently. Strong organisational skills. Desirable Experience 1. Previous work in medicolegal, healthcare, or legal services administration. 2. Experience using CRM platforms and Workflows tools 3. Knowledge of GDPR and data security best practices. Benefits Primarily remote working, with minimal office attendance. Flexible start/finish times (within agreed business hours). Supportive team environment. 20 days paid annual leave (excluding statutory holidays). Employer pension contribution. NB* "No candidate will meet every single desired qualification. If your experience looks a little different from what we have identified and you think you can bring value to the role, we would love to learn more about you