Office Administrator

Location: Wolverhampton (with potential for hybrid/remote working)

Salary: £26,000 pro rata (£12.50/hour, approx. £1,083/month for 20 hours/week)

Contract Type: Part-time, Permanent

Working Hours: 20 hours per week, flexible across Monday–Friday

Start Date: ASAP

Eligibility: Must have the right to work in the UK. We are unable to offer visa sponsorship.

Job Overview:

We are a well-established, independent optometry practice in Wolverhampton seeking a highly organised and motivated Office Administrator. You'll be central to keeping our operations running smoothly — from diary management and client communication to handling NHS documentation and billing.

You'll work mostly independently, managing diaries across multiple locations, coordinating with patients using WhatsApp, text, phone and email, and ensuring systems are well maintained. You'll also send appointment reminders, and occasional birthday or seasonal WhatsApp messages — part of our personalised patient care ethos.

We're looking for someone who can prove their value quickly, manage tasks without handholding, and grow with us long-term.

Once trust is established, you may be able to work from home, as long as a high standard of professionalism is maintained and you can occasionally attend the office when needed.

Key Responsibilities: 1. Administration & Workflow

• Oversee day-to-day office tasks, including digital and paper record-keeping, form submissions, and correspondence
• Ensure all NHS documentation is completed accurately and on time

2. Diary & Patient Management

• Coordinate bookings across four clinic sites
• Manage and update calendars and clinician availability
• Call or message patients to confirm, reschedule, or follow-up as needed

3. Communication & Engagement

• Respond professionally to patient queries via phone, WhatsApp, text, and email
• Use Google Translate where appropriate to support non-English-speaking patients
• Send reminders and occasional personal messages (e.g. birthdays) via WhatsApp or SMS

4. Invoicing & Compliance

• Process NHS and private invoicing
• Manage billing, payments, and insurance documentation
• Maintain GDPR-compliant records

5. Initiative & Problem-Solving

• Identify inefficiencies in admin systems and propose practical solutions
• Take ownership of daily tasks and help reduce reliance on the clinician for routine operations

Essential Skills & Qualifications:

• 3–5 years' administrative experience (healthcare or optometry preferred)
• Excellent spoken and written English communication
• Confident using phones, WhatsApp, and cloud-based tools
• Strong IT skills: Word, Excel, email systems (AI tools and Canva a bonus)
• Experience with NHS paperwork and claims processes is desirable
• Highly organised, detail-focused, and confident working solo
• Proactive and able to work efficiently without constant supervision
• Comfortable receiving direct but constructive feedback

Personal Attributes:

• Professional & Reliable – punctual, trustworthy, consistent
• Clear Communicator – warm, efficient, and respectful across all platforms
• Patient-Facing – able to show empathy and remain calm under pressure
• Efficient & Self-Motivated – finds purpose in staying on top of admin
• Flexible – open to process improvement and learning new systems

What We Offer:

• £12.50/hour — £26,000 pro rata (20 hours/week)
• Flexible working hours and supportive autonomy
• Opportunity to work from home once trust is built
• Meaningful, stable role in a respected community practice
• On-site parking / easy public transport links
• Independence with purpose — your input will shape how we grow

This Role is NOT for You if:

• You need visa sponsorship
• You require close supervision or take weeks to settle in
• You are uncomfortable calling patients or sending WhatsApp messages
• You're looking for short-term work or unsure about long-term commitment
• You're not comfortable working alone or receiving direct feedback

Equal Opportunities:

We are an equal opportunities employer and welcome applicants from all backgrounds. We prioritise clear, respectful communication and cultural sensitivity, not accents or appearance. If you meet the skills, we want to hear from you.

How to Apply:

upload your CV with a short cover letter explaining:

• Why you're ready to take ownership of this role
• What motivates you to work in a setting like ours
• How soon you could start

Applications reviewed on a rolling basis. Early applications encouraged.

Job Types: Part-time, Temporary, Fixed term contract, Freelance

Contract length: 12 months

Pay: Up to £13,000.00 per year

Benefits:

• Company events
• Employee discount
• Free parking
• Work from home

Education:

• GCSE or equivalent (preferred)

Experience:

• Office: 3 years (required)

Language:

• English (required)

Work Location: In person