Reception & Clinic Coordinator

Reception & Clinic Coordinator (Funding & Administration)
Location: Hersham
Working Days: Wednesday, Thursday, Friday & Saturday | 8:30am – 6:30pm
Salary: £23,000 – £27,000 per annum (depending on experience)
Join a Friendly, Professional Clinical Team
Are you an organised, people-focused administrator who enjoys variety and thrives in a busy environment?
Our client is looking for a Reception & Clinic Coordinator to become the welcoming face of a growing practice. This is a varied role combining front-of-house reception, clinic administration, appointment coordination and funding management, ensuring the smooth day-to-day running of the clinic while delivering an exceptional client experience.
Working closely with the Clinical Director, Practice Manager and Finance Manager, you’ll play a key role in supporting both clients and clinicians.

What You’ll Be Doing
Front Desk & Client Care
· Welcome clients and visitors with a warm, professional approach.
· Answer telephone calls, emails and general enquiries.
· Deliver outstanding customer service, resolving queries wherever possible with a personal phone call before following up by email.
· Manage incoming and outgoing post and deliveries.
· Maintain a tidy, welcoming and professional reception area.
Scheduling & Client Coordination
· Book, amend and coordinate client appointments.
· Liaise with therapists to schedule both clinical and non-clinical sessions.
· Proactively convert new enquiries into booked assessments.
· Send welcome packs, forms and new client documentation.
· Create and maintain accurate client records, ensuring all consent forms are completed.
Funding Coordination
· Prepare funding quotations.
· Submit funding applications and obtain authorisations.
· Monitor funding allocations and maintain accurate financial records.
Administration & Data Management
· Process and monitor therapists’ timesheets, highlighting any discrepancies.
· Ensure accurate and timely data entry across clinic systems.
· Support the Practice Manager with a variety of administrative tasks.
Financial Administration
· Process client payments.
· Issue receipts and maintain accurate payment records.

Our Client Is Looking For Someone Who Has:
Previous experience within a clinical, healthcare or busy administrative environment
Excellent organisational and communication skills
A calm, proactive approach with the ability to prioritise and problem-solve under pressure
Outstanding customer service and relationship-building skills
High levels of computer literacy, including spreadsheets, databases and document management
Strong attention to detail and excellent administrative accuracy
The ability to multitask in a fast-paced environment with frequent interruptions
Excellent negotiation, conflict resolution and problem-solving skills
A commitment to safeguarding, equality, inclusion and neurodiverse-affirming practice

Desirable Experience
· Healthcare or clinical administration
· Knowledge of client onboarding and healthcare documentation
· Experience managing funding arrangements
· Understanding of safeguarding procedures and confidentiality standards

What’s On Offer
A varied and rewarding role where no two days are the same
Supportive and collaborative clinical team
Opportunity to make a real difference to clients and families
Modern, welcoming working environment

Please Note
Offers of employment will be subject to:
· Satisfactory employment references
· A successful DBS check