Clinical Services Administrator

*_**Applications without a cover letter will not be accepted**_
- **Contract: Permanent**:

- **Hours: Full time, 37.5 hours per week, core hours 08.45am to 5pm**:

- **Salary: £26,000 - £28,500, dependent on experience**:

- **Annual leave: 30 days with a minimum of 3 days to be reserved for closure between Christmas and New Year**:

- **Location: CPotential, 143 Coppetts Road, London N10 1JP**

Join our team at a pivotal moment in our charity’s 60-year journey.

CPotential provides life-changing rehabilitation therapies for children with movement disorders, and we’re seeking a dynamic Clinical Services Administrator to play a vital role in supporting our growing services.

As the first point of contact for the Centre, you will be the welcoming face of our organisation, managing reception, handling enquiries, and ensuring every visitor feels valued. In this varied role, you’ll work closely with our Practice Manager to keep operations running smoothly, balancing administrative tasks with a warm, client-facing approach.

We’re looking for an experienced administrator with a strong eye for detail and knowledge of invoicing and finance. Your organisational skills will help you manage a busy appointment schedule and meet invoicing deadlines with ease. Experience in children’s services or a similar client-facing role is a bonus, but a passion for making a difference in children’s lives is essential.

Clear and confident communication is key — you’ll be interacting with families, healthcare professionals, and visitors, adapting your communication style as needed. Whether in person, over the phone, or in writing, your ability to provide helpful, supportive, and confidential responses will be crucial.

If you’re ready to take on a rewarding challenge and contribute to our mission, we’d love to hear from you. Applications will be reviewed on a rolling basis, so don’t wait — submit yours today.
- **Applications without a cover letter will not be accepted.**_

Acting as the first point of contact for the arrival of clients and visitors, managing telephone calls to the switchboard and the timely and effective flow of information and communication.

Responsible for a range of activities to ensure the smooth running of appointments, responding to incoming requests, ensuring enquiries are actioned promptly. To assist in processing new referrals and scheduling appointments as directed. To invoice clients for appointments, reconciling and chasing outstanding payments.

To provide a warm, welcoming and professional environment.

Demonstrate CPotential’s values of being professional, honest, reliable, collaborative, integrated, inclusive, curious, innovative, approachable, and adaptable in your conduct when representing the charity.

**Key Tasks and Responsibilities**

**Client Coordinator**
- First point of contact at Reception, meet and greet clients and visitors courteously and sensitively on arrival
- Notify practitioners of the arrival of clients, ensuring new client families are welcomed and signposted appropriately
- Answer calls to the main switchboard and work mobile, taking and forwarding messages or handling enquiries directly
- Ensure new enquiries are logged onto relevant systems and staff notified for follow-up
- Ensure relevant materials are on display in the Reception and waiting areas for visitors
- Ensure staff and client signing-in registers are completed on arrival and departure in accordance with fire regulations
- Monitor Centre supplies, including stationery, drinks, cleaning materials and order as necessary.
- Receive and distribute incoming deliveries.

**Appointments and Scheduling**
- Manage incoming requests for appointments including changes or cancellations, updating relevant staff and the client CRM system
- Process new referrals, ensuring pre-assessment forms are completed ready for triage, book initial assessments
- Assist Practice Manager in scheduling therapy plans and intensive blocks
- Assist in managing client recalls for review in weekly team meetings, updating relevant systems
- Regularly review and update systems to track the client journey, ensuring changes are accurately recorded and followed up by relevant staff.

**Finance**
- Provide assistance and support to the Finance Director as required
- Post receipts for appointments into accounting software
- Send account statements and invoices to clients or funders in accordance with the Centre’s terms and conditions
- Reconcile invoices for appointments within the client CRM system
- Process card or cash payments at the Centre as required.

**General**
- Provide assistance and support to the CEO, Senior Leadership Team (SLT) and Income Generation team as requested
- Provide cover for other members of the team during absences as requested
- Keyholder duties, assisting with opening and locking up the building as directed
- May occasionally be required evenings/weekends
- Open and process incoming post, checki