About this role
Job summary
We are looking for an organised, compassionate and proactive Practice Administrator to join our growing neurodevelopmental service.
This is an exciting opportunity to play a key role in supporting adults and children through their ADHD and Autism assessment journey. You will work closely with clients, clinicians and referrers to ensure assessments are coordinated efficiently while delivering an exceptional standard of client care.
Main duties of the job
The successful candidate will be responsible for coordinating referrals, managing assessment pathways, supporting clinicians and maintaining high administrative standards across the service. This is an ideal opportunity for someone who enjoys working in a busy healthcare environment and is passionate about providing an outstanding client experience.
About us
Oxford CBT is Oxford's leading independent therapy and neurodevelopmental assessment service for adults and children. We provide evidence-based therapy and high-quality ADHD and Autism assessments, offering rapid access to care without lengthy waiting lists.
Our mission is to improve wellbeing by delivering compassionate, person-centred support that empowers people to better understand themselves and make meaningful, lasting changes in their lives.
Job description Job responsibilities
Job Description
Key Responsibilities
Referral & Assessment Administration
Respond to and manage enquiries from prospective clients, families and referrers
Explain assessment pathways, fees and appointment availability.
Coordinate ADHD & Autism assessment bookings.
Process invoices and payments and coordinate payment plans where applicable.
Process ADHD medication referrals following diagnosis.
Verify referral documentation and required clinical information.
Liaise with GP practices and other professionals where necessary.
Track referral progress and communicate updates to clients.
Ensure all documentation is received before assessment.
Ensure all referral information is accurately maintained within the clinical system.
Maintain compliance with GDPR, information governance and CQC Standards.
Clinical Coordination
Provide a professional, friendly and compassionate first point of contact by telephone and email.
Send pre-assessment documentation.
Support clients throughout their assessment journey.
Maintain accurate confidential and up-to-date client records.
Clinical & Practice Administration Upload reports and clinical correspondence securely.
Manage clinician diaries and appointment schedules.
Monitor waiting lists and support service capacity planning.
Assist with quality improvement initiatives and service development.
Provide general administrative support to the multidisciplinary clinical team.
Compliance & Governance
Maintain accurate electronic records.
Ensure GDPR and confidentiality of client information.
Support CQC compliance.
Follow safeguarding procedures.
Person Specification
Qualifications Essential
GCSE grade A to C in English and Maths 2 years previous experience in an administrative or healthcare administration role. Excellent organisational and time management skills. Excellent written and verbal communication skills. Strong interpersonal skills with the ability to build rapport with clients, clinicians and external professionals. Ability to maintain confidentiality and handle sensitive information appropriately. Ability to manage multiple tasks and prioritise workload effectively. High level of accuracy and attention to detail. Proficiency in Google Workspace and/or Microsoft Office applications. Understanding of confidentiality, information governance and GDPR. Professional, empathetic and client-centred approach. Ability to work independently and collaboratively as part of a multidisciplinary team
Desirable
Experience working within ADHD and Autism services. Experience processing referrals and coordinating client assessment pathways. Experience supporting ADHD medication services and/or prescribing pathways. Experience using electronic patient record (EPR) or client management systems (e.g. JaneApp, EMIS, SystmOne, or similar). Knowledge of CQC standards and healthcare governance.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Oxford Cognitive Behavioural Therapy Ltd
Address 11a Windmill Road,
Oxford
Oxfordshire
OX3 7BW
United Kingdom
Employer's website https://www.oxfordcbt.co.uk (Opens in a new tab)