19/07/2024
Job Type: Office Administrator (Clinical Services)
Initially (6 months) with a view to becoming permanent
Location: Winchcombe office
Salary: £19,000 - £23,000 pro rata
Probationary period: 3 months
Hours: 16 hours per week
As an Office Administrator for Headsight Services Ltd (Therapeutic Services), you will facilitate the day to day running of the office and carry out tasks as designated by the Operations Manager and/or Directors. Please note we are based on two upper floors and are a dog friendly office.
Duties will include:
Management of referrals:
1. Management of the referrals in-box for therapeutic services.
2. Working alongside the Operations Manager to process all referrals in a timely manner, including creating proposals, costing services and liaising with customers and suppliers.
3. Liaising with therapists to check capacity and update them regarding referrals.
4. Regular updating of data on spreadsheets and monitoring of service delivery.
5. The day-to-day oversight of the diary, including the booking process for meetings and reviews.
6. Monitoring of quality assurance processes
7. Oversight of end of year review processes with Operations Manager
Financial:
1. Inputting of expenses onto Xero
2. Preparation of expense reports for clients
3. Preparation of various reports relating to tracking of services
4. Client Invoicing
General:
1. Answering the phone and following up on general enquiries
2. Liaising with customers, clients and suppliers
3. Supporting Operations manager and Directors and external consultants with all matters relating to their direct delivery of services
4. Ordering office supplies as and when needed and overseeing the smooth running of the office environment
5. Development and ongoing management of a customer data base
6. Photocopying and printing as required
7. Overseeing the implementation of processes that collect and manage data
8. Contributing to report writing for customers
Requirements:
Knowledge and Skills
1. Excellent communication skills - a professional but friendly attitude that positively represents Headsight as an organisation
2. An understanding of the nature of the work that Headsight undertakes and the ability to work in a way that is sensitive and respectful to our ethos
3. An organised and methodical approach to work - pro-active and forward thinking
4. The ability to apply attention to detail and to ensure accuracy of data/ information
5. To enjoy working as part of a team but also to work well on your own initiative -· a 'can do' approach
6. Ability to manage the diverse working styles/commitments of the team of Directors
7. Flexibility within an evolving role in a growing organisation
8. Ability to use Microsoft Office, Apple Mac and Xero efficiently
9. Ability to self-motivate and learn independently
10. Ability to undertake finance admin tasks such as invoicing
Experience
1. Day to day running of an office - desirable
2. Working with Microsoft Office Word & Excel - essential
3. Xero – required
4. Invoicing - required
5. Working with people in a sensitive environment - desirable
6. Working knowledge of social media for business – desirable
For all enquiries, please email headsup@headsightsevices.com or call 0300 302 1919.
All applicants will need to submit a CV, accompanied by a letter outlining their expression of interest
