Clinic and Funding Administrator

Overview

Clinic and Funding Administrator Jobs in Walton-on-Thames at Sensory Smart Child Therapies

We are looking for a clinic and funding administrator to join our team at Sensory Smart Child Therapies. We are an established children’s therapy practice providing comprehensive assessment and treatment services to children 0-18 years old.

You will be responsible for ensuring the smooth running of clinic operations while managing any funding-related processes. This dual-role combines client-facing reception/administration with financial and funding coordination. Acting as the first point of contact for clients, this role combines reception duties with scheduling, data management, and financial administration. You will ensure a high-quality client experience and accurate, timely support for therapists and the wider practice team.

We are looking for someone with:

• Prior experience and a strong background in clinical/administration.
• Excellent organisational and communication skills.
• Ability to work collaboratively and problem-solve under pressure.
• Commitment to safeguarding, equality, and neurodiverse-affirming practice.

You will work closely with our Clinical Director, Practice Manager and Finance Manager.

KEY RESPONSIBILITIES

Front Desk & Client Communication

• Provide reception cover: greet clients, answer phone calls, manage enquiries, respond to emails and oversee the front desk.
• Adopt a personal service approach by calling clients directly to resolve queries before following up via email.
• Handle incoming and outgoing post and deliveries.
• Maintain a tidy, professional, and welcoming reception and clinic environment.

Scheduling & Client Management

• Schedule and reschedule client appointments (face-to-face, phone, email).
• Work with therapists to book appointments for clinical and non-clinical provision.
• Convert new enquiries into booked assessments, following up proactively.
• Send assessment information, paperwork, terms and conditions to new clients.
• Create and maintain client files, ensuring intake and consent forms are completed and uploaded to TM3.

Funding Coordination & Financial Tracking

• Generate funding quotes.
• Submit funding applications and secure authorisations.
• Track spending and maintain accurate funding records.

Administrative & Data Management

• Process and monitor therapists’ timesheets, tracking hours worked and highlighting anomalies to the Office Manager.
• Ensure accurate and timely data entry across CRM/TM3 (our online schedule and record keeping platform).
• Support the Practice Manager with ad hoc administrative tasks.
• Keep accurate records of funded service provision, ensuring billing and end-date management are timely and complete.

Financial Administration

• Take payments for assessments, deposits and sessions.
• Process and receipt payments accurately.

Resource Management

• Assist with room preparation and ensure therapy spaces are organised.
• Maintain the therapy resources inventory (assessments, equipment, therapy materials, first aid kits).

Skills & Attributes

• Excellent interpersonal skills – including observation, listening and empathy skills e.g., dealing with difficult or uncomfortable situations, dealing with difficult clients.
• Well-developed concentration skills and ability to multi-task, and work with frequent interruptions of complex nature, phone calls, booking appointments, generating invoices, reconciling accounts.
• Professional communication skills both verbal (telephone/face to face) and written (email).
• Demonstrates high level of computer literacy to enable effective data collection, report and document writing, creation of spreadsheets and accurately logging information.
• Excellent organisational and prioritisation skills.
• Demonstrates ability to be a good team member but able to work autonomously.
• Ability to work with the diverse needs of clients with complex communication difficulties.
• Highly developed negotiation, conflict management and problem-solving skills in complex situations.

Desirable Experience

• Previous experience in healthcare or clinic administration.
• Knowledge of client intake, funding arrangements and healthcare documentation.
• Experience with safeguarding procedures and confidentiality standards.

OTHER REQUIREMENTS

• References will be required.
• DBS certificate is required.

Job Types: Full-time, Permanent

Pay: £23,000.00-£27,000.00 per year

Benefits:

• Company pension
• Health & wellbeing programme
• On-site parking

Application question(s):

• Have you had any previous experience working in a clinic or medical practice?

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person

Title: Clinic and Funding Administrator

Company: Sensory Smart Child Therapies

Location: Walton-on-Thames