Clinic Administrator

Job Title: Clinic Administrator

Contract: Permanent, Full-time (37.5 hours per week) Monday to Friday, 8.30am - 4.30pm

Salary: £27,500 per annum

Location: Oxford

As a Clinic Administrator based on site in Oxford, you will be responsible for supporting the smooth and efficient running of the on-site clinical suite, acting as the key point of contact for both employees and clinicians.

From booking appointments and preparing paperwork to greeting visitors and answering calls, you'll help make sure the day-to-day admin side of the clinic is well organised and welcoming.

You’ll support clinicians by ensuring they have the right documents and supplies, uploading records to our internal systems, and keeping on top of general admin tasks to help the clinic run efficiently. You’ll also be the friendly first point of contact for employees attending the clinic, creating a calm and professional atmosphere.

This is a great opportunity to take on a varied and valued role where you’ll be helping to keep people safe, supported, and well at work.

Main Objectives

• Supervise and manage the day-to-day running of the on-site clinical suite
• Being proactive and reactive to the day-to-day requirements

Specific Responsibilities

• Provide overall supervision of the clinic and reception
• Organise documentation and equipment for all clinicians working from the clinic
• Ensure all clinical paperwork is scanned and uploaded to in-house systems within Medigold’s SLA’s
• Maintain relevant stationery supplies, medical and non-medical, to ensure the smooth day-to-day running of the clinic and administration functions
• Meet and greet visitors to the clinic
• Triage telephone calls, messages, and e-mails as appropriate – all voicemails to be responded to within 2 hours
• Deal with incoming and outgoing mail and deliveries and coordinate courier services as required
• Make efficient use of the in-house systems – Medigold One & Core
• Arrange diary bookings, sessions, and report release
• General administration with the clinic
• Daily/Weekly/Compliance/Security checks as specified in Clinic Reception and Administrators Handbook
• Complete Fire Safety Training and First Aid Training and carry out the role of Fire Marshal
• Liaise with management and Head Office personnel to maintain a safe working environment
• Assist with colleagues' work during absences
• Attend meetings and training sessions as required

Requirements for this role
Essential

• A minimum of 2 years office experience
• Previous experience of dealing with clients and customers
• Offer flexibility in working pattern as required
• Time & diary management – must be able to manage own time
• Demonstrable experience of effective internal and external stakeholder relationships
• Knowledge of Outlook and Word & Excel

Desirable

• A minimum of 2 years reception experience

Our Company Benefits

• 31 days holiday inclusive of bank holidays, increasing with length of service
• Contributory pension scheme up to 5%
• Access to company benefits and discount portal
• Access to a Health Cash Plan
• Free eyecare vouchers
• Cycle to work scheme
• Access to confidential Employee Assistance programme
• Interactive mental health and wellbeing app