Administrative Assistant

Due to continuing growth, we are recruiting for part-time administrative support for Neuromindworks limited, which is a company specialising in providing (neuro)psychology services in the context of litigation and rehabilitation. We are based in Sutton Coldfield.

This will be a self employed role, working 4 hours a day for 5 days a week between 09:00 and 18:00 (there is flexibility around the actual hours of work). The salary is £23,920 pro rata.
- Liaising with key players (e.g. clients, case managers, carers, teachers and other medical staff) in order to schedule meetings and phone calls.
- Updating the central records management system to ensure all information is documented accurately and tasks completed to deadlines
- Supporting the management of the Neuropsychologist’s diaries to ensure all activities are scheduled in line with company protocols and with a view to minimizing travel.
- Ensuring clients are reminded of upcoming appointments.
- Ensuring any activities not completed each day are rescheduled appropriately
- Reviewing the psychologist’s diary and anticipating their need for support: For example, preparing templates for the psychologist to use to complete summaries, notes and reports.
- Ensuring that the psychologists have produced notes/reports for all relevant sessions.
- Ensuring that the psychologist’s summaries, notes and reports are formated and proofread and contain key information relating to duration, next meetings etc and distributing these to key members of the external team.
- Support the invoicing process by keeping accurate records of meeting durations, journey mileage and travel time within the invoicing database.
- Document and correspondence management using Google Drive and various databases.
- Maintaining records of active clients and associated contact details in our database and in line with the terms agreed for each client
- Preparing relevant client information for the practice manager as and when requested
- Preparing standard quotations and other letters as part of the new client ‘take-on’ and ‘completion’ processes
- Use of database to prepare a weekly / monthly report for quarterly management meetings.
- Undertaking, from time to time, other administrative activities as requested by the management team.

**Person Specification and Required Skills**
- Essential_
- Previous administration experience
- Previous experience of complex diary management (including scheduling meetings with multiple third parties and planning extensive travel)
- An understanding of the data protection requirements associated with handling personal and sensitive client information
- Attention to detail
- Highly organized Individual
- Ability to prioritise own workload
- Comfortable working in an environment where work will frequently need to be rescheduled to accommodate urgent requirements
- Excellent telephone communication skills
- Ability to follow process protocols
- Experience of liaising with busy third-party organisations with a view to scheduling meetings
- Familiarity with Microsoft Office (including good Word and Excel skills)
- Familiarity with document management systems
- Familiarity with electronic calendars
- Familiarity with databases
- Access to a suitable environment for home working (A company laptop with access to relevant online files will be provided)
- Desirable_
- Full clean driving license
- Experience of proofreading documents which require a high command of the English language (e.g. legal/ academic/ medical documents)
- Willingness to work additional hours to help out at busy times
- Experience of working in a fast-paced changing environment

**Job Types**: Part-time, Permanent

**Salary**: £11.50 per hour

**Job Types**: Part-time, Permanent

**Salary**: £11.50 per hour

**Benefits**:

- Work from home

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 1 year (preferred)