Administrative Support Specialist

2 weeks ago

London, Greater London, United Kingdom The Chelsea Psychology Clinic Full time
Job Description

**Job Title:** Executive Assistant - Clinical Operations

**Job Summary:** We are seeking a highly organized and detail-oriented Executive Assistant to provide administrative support to the management and clinical team at The Chelsea Psychology Clinic. The successful candidate will be responsible for ensuring the smooth operation of the clinic, providing exceptional client service, and maintaining accurate records.

Key Responsibilities:

  • Provide administrative support to the management and clinical team, including diary management, email management, and document preparation.
  • Ensure exceptional client service as the first point of contact at the clinic, responding to client inquiries and resolving any issues in a timely and professional manner.
  • Assist the CQC registered manager in ensuring that clinic practices and clinicians are working according to CQC guidelines, maintaining accurate records and reports.
  • Maintain organization of clinical documentation in accordance with CQC regulatory requirements and team requests.
  • Act as a key primary non-clinical point of contact with current clients in complaint resolutions, working closely with the management team to resolve issues.
  • Attend to daily administrative tasks that support client treatment plans, including data entry, filing, and record-keeping.
  • Provide administrative support to the Consultant Psychiatrists as required, including report editing, letter formatting, and correspondence.
  • Oversee the diary management of Clinical Director, Medical Director, and Director of Clinical Operations, ensuring that schedules are up-to-date and accurate.
  • Oversee the running and management of the clinic office, including maintenance, ordering necessary supplies, and keeping accurate expense records.
  • Act as the first point of contact for building issues across sites, liaising with external contractors for any repairs or renovations.
  • Assist in the design and management of electronic spreadsheets, record-keeping systems, databases, and diary management.
  • Manage room allocations for all clinical sessions and meetings, communicating booking details to relevant colleagues and external personnel across all sites.
  • Assist the clinical triage team with client service allocations and account maintenance according to GDPR regulations.
  • Collect and collate client feedback of various services.
  • Assist with administration and correspondence in the recruitment pathway of the clinic as required.
  • Meet with external parties to assist with development and planning of events or clinic services, such as wellness retreats, GP outreach programs, and B2B development.
  • Maintain the highest standards of clinical record-keeping and report writing in accordance with the clinic's policies and procedures.
  • Assist the finance team with raising and sending invoices via practice management software.
  • Liaise with health insurance companies to chase unpaid invoices.

Essential Requirements:

  • Previous administrative or executive assistant experience, preferably in a private healthcare setting.
  • Ability to work in a fast-paced environment while being highly organized.
  • Ability to develop and maintain positive working relationships with assistant psychologists, the management team, clinicians, and office staff.
  • Competent interpersonal skills to liaise with clients in a calm and compassionate manner who can present in crisis.
  • Dynamic individual with an ability to implement innovative practices to support the smooth running of the clinic.
  • Flexibility to the challenging demands of a busy clinic.
  • IT literate and proficient in the use of spreadsheets to keep accurate records.
  • Right to work in the UK.

Benefits:

  • 25 days annual leave in addition to bank holidays.
  • Comprehensive induction and commitment to ongoing training.
  • Free statutory and mandatory training.
  • Quarterly CPD and social events to enhance professional development and connect with the team.
  • Private healthcare after successfully completing the probationary period.

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