Overview
We are seeking a highly organised and detail-oriented Practice Coordinator to join our team. The successful candidate will play a pivotal role in ensuring the smooth running of the practice. This position is ideal for individuals with strong organisational skills and a passion for helping people.
Who we are:
The Family Psychologist is a multi-disciplinary assessment and support clinic, working to provide a unique and varied mix of mental health, neurodiversity, and educational support for adults and children. We take every opportunity to collaborate as a group and favour a reflective working environment, which places emphasis on looking after not only our clients, but each other. We are a growing, like-minded team who genuinely care about the people we serve, and our aim is to provide a gold standard service.
The Role: Practice Co-ordinator (Trainee)
The Practice Co-ordinator role is client facing and you will be at ease welcoming clients, ensuring they feel cared for during their time at The Family Psychologist Practice. The role provides high-quality administrative and co-ordination support to clients, clinical and non-clinical colleagues to ensure the practice runs smoothly. You will be responsible for co-ordinating referrals, booking and maintaining appointments, keeping accurate records, and ensuring our clients experience a gold standard service. It's a varied role and you should be eager to learn and progress.
Key Duties & Responsibilities:
* Handle client queries, book appointments and assessments in person, by phone, and via electronic communication in a professional and sensitive manner.
* Register new clients and update records in line with practice protocols.
* Co-ordinate referrals, ensuring they are acknowledged, tracked through the system to minimise waiting times and delivered to agreed standards.
* Assist with managing any waiting lists to ensure a timely and quality service to the client.
* Liaise with GP Surgeries, Schools and Clinicians regarding their referrals to ensure all the necessary information is provided.
* Ability to communicate effectively with neurodiverse children, young people and adults, families, as well as colleagues.
* Prepare and maintain records, always ensuring confidentiality.
* Maintain electronic and paper-based filing systems.
* Undertake scanning, and data entry as required.
* Assist with production of reports, letters, and documents for clinicians and management.
* Monitor generic practice in-boxes and respond appropriately.
* Attend team meetings and contribute to service improvements.
* Provide cover for colleagues during periods of leave or sickness.
* Maintain strict confidentiality of all clients and practice information.
* Adhere to GDPR, safeguarding, and information governance requirements.
* Follow all practice and employment policies and value acceptance, inclusivity, equality & diversity.
* Always comply with the practice health and safety policies by following agreed safe working procedures and reporting incidents.
Key Competencies:
Essential:
* Previous administrative or clerical experience.
* Exceptional manner whilst interacting with clients and their families.
* Enthusiastic, self-motivated, compassionate, and adaptable.
* The ability to work flexibly, and to support thoughtful and reflective practice within the team.
* Ability to establish positive working relationships with a wide variety of individuals and groups.
* Excellent communication and interpersonal skills.
* Ability to work accurately under pressure and manage competing priorities.
* Commitment to client confidentiality.
* Ability to work to strict deadlines.
* Organised, self-disciplined and process driven.
* Proficient IT skills, particularly MS Word, Excel, Outlook & Teams.
* Conscientious with exceptional attention to detail and data accuracy.
* The ability to identify problems and resolve them swiftly.
* Be able to pick up information and learn new tasks quickly.
* Client and service focused whilst resilient and reliable.
* Confident and collaborative team member who can work unsupervised when needed.
* Ability to embrace growth and change.
Desirable:
* Experience of working within the NHS would be an advantage, but full support and training will be given.
* Knowledge of medical terminology.
* Knowledge of Autism, Neurodiversity and Learning Disabilities.
Job Types: Full-time, Permanent
Pay: £20,800.00-£25,400.00 per year
Benefits:
* Additional leave
* Company events
* Company pension
* Free flu jabs
* Free parking
* On-site parking
* Sick pay
Work Location: In person