Clinical Operations Manager
4 weeks ago
We are seeking a highly organized and proactive Clinic Manager to join our team at Kedras Clinics. The successful candidate will be responsible for delivering a range of support services and administrative activities to ensure the smooth operation of our clinic.
Main Responsibilities:- Diary Management: Proactively manage each therapist's diary using an online booking system, exercising discretion and knowledge of priorities to ensure internal and external appointments are well planned and time is managed effectively.
- Meeting Coordination: Facilitate and coordinate meetings, ensuring all necessary pre-meeting arrangements are in place, including preparation and distribution of agendas and associated papers, post-meeting actions, and preparation of notes/minutes as required.
- Client Liaison: Meet and greet all clients attending the clinic in a trauma-informed, professional, and welcoming manner, providing an atmosphere of genuineness, warmth, and approachability.
- Therapy Information: Be able to talk about and explain the various therapies on offer to assist prospective clients in deciding whether to attend the clinic or not (training will be provided on this).
- Financial Management: Handle all invoicing and payment of therapeutic sessions.
- External Liaison: Liaise with external agencies as required.
- Paperwork Management: Organize, facilitate, and control all aspects of paperwork, including online systems associated with clinical governance.
- Office Systems: Design, implement, and continually develop office systems to ensure procedures are as efficient and effective as possible.
- Correspondence Management: Active management of all correspondence, including email, mail, phone calls, and social media, with both internal and external stakeholders.
- Event Management: Assist with event management and all associated paperwork/deadlines.
- Reporting: Responsible for reviewing and drafting reports, letters, and emails as required.
- Email Management: Deal efficiently with a high-volume inbox, prioritizing emails and dealing independently with those that can be actioned/progressed.
- Problem-Solving: Use own initiative and judgment to solve problems and queries, escalating as appropriate to the CEO.
- Team Support: Support other members of the business as and when required, for example, for scheduling key meetings or collating information.
- Dispute Resolution: Deal empathetically and discreetly with upset complainants or members of staff.
- Recruitment: Arrange interview panels and related meetings for the recruitment of new therapists; produce information and provide induction support for new colleagues.
- FOI and SAR: Coordinating responses to FOI and SAR enquiries.
- Data Management: Understanding and interpreting numerical reports, with the ability to input, amend, and review data as required.
- Accreditation: Interacting with accrediting bodies such as the BPS, HCPC, and others, both responding to queries and requesting information/input as required.
- Continuous Improvement: Contribute to a culture of continuous improvement by suggesting service improvements and implementing new processes to enhance the quality of service.
- Meetings and Minutes: Attendance at meetings, including minute-taking and maintenance of action lists.
- Travel and Accommodation: Arrange all therapists and CEO attendance at workshops, seminars, etc., booking accommodation and travel when required and ensuring payment is made to secure bookings.
- Confidentiality: Adhere to all the policies and procedures of the clinic, handling information that can often be of a confidential nature that requires the use of discretion and awareness of the confidentiality policy.
- Additional Duties: Undertake any other reasonable duties as required by the business.
- Qualifications: Scottish Credit and Qualification Framework level 7 (Advanced Higher/SVQ Level 3, HNC) or have an undergraduate degree in a relevant subject (such as psychology) with experience of Clinic Manager duties as listed above.
- Skills: Excellent communication and customer service skills, the ability to engage with others that demonstrates empathy, warmth, understanding, genuineness, and professionalism, excellent verbal communication skills and able to articulate an understanding of therapies (once training is complete), the ability to plan, organize, and prioritize effectively, respond to changes in demands and/or pressures, delivering work to standard and within deadlines, excellent stakeholder management skills, with the ability to build productive working relationships with a wide range of colleagues and externally, ability to always act with diplomacy and discretion, knowledge of Microsoft Office programmes/applications including Word, Excel, PowerPoint, Outlook, and OneDrive, high level of accuracy and attention to detail, adept at learning new systems, processes, and procedures, adaptable and flexible approach to solving problems, able to work autonomously, and able to work discreetly especially when dealing with confidential information.
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Edinburgh, Edinburgh, United Kingdom Kedras Clinics Full timeJob SummaryWe are seeking a highly organized and detail-oriented Clinic Manager to join our team at Kedras Clinics. The successful candidate will be responsible for providing administrative support to the CEO/Clinical Director and ensuring the smooth operation of our clinic.Main ResponsibilitiesManage the clinic's diary system, ensuring efficient scheduling...
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Edinburgh, Edinburgh, United Kingdom Kedras Clinics Full timeJob SummaryWe are seeking a highly organized and detail-oriented Clinic Manager to join our team at Kedras Clinics. The successful candidate will be responsible for providing administrative support to the CEO/Clinical Director and ensuring the smooth operation of our clinic.Main ResponsibilitiesManage the clinic's diary system, ensuring efficient scheduling...
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Edinburgh, Edinburgh, United Kingdom Kedras Clinics Full timeJob SummaryWe are seeking a highly organized and detail-oriented Clinic Manager to join our team at Kedras Clinics. The successful candidate will be responsible for providing administrative support to the CEO/Clinical Director and ensuring the smooth operation of our clinic.Main ResponsibilitiesManage the clinic's diary system, ensuring efficient scheduling...
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Edinburgh, Edinburgh, United Kingdom Kedras Clinics Full timeJob SummaryWe are seeking a highly organized and detail-oriented Clinic Manager to join our team at Kedras Clinics. The successful candidate will be responsible for providing administrative support to the CEO/Clinical Director and ensuring the smooth operation of our clinic.Main ResponsibilitiesManage the clinic's diary system, ensuring efficient scheduling...
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Edinburgh, Edinburgh, United Kingdom Kedras Clinics Full timeJob SummaryWe are seeking a highly organized and detail-oriented Clinic Manager to join our team at Kedras Clinics. The successful candidate will be responsible for providing administrative support to the CEO/Clinical Director and ensuring the smooth operation of our clinic.Main ResponsibilitiesManage the clinic's diary system, ensuring efficient scheduling...
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