Practice Administrator

Overview
We are seeking a highly organised and experienced Practice Administrator to oversee the daily operations of our paediatric physiotherapy practice. It is a varied and hands\-on coordination role supporting a paediatric physiotherapy service across clinic and community settings. The successful candidate will be responsible for managing administrative functions, operational oversight, team support and ensuring smooth workflow within the practice, to ensure a safe, efficient, and high\-quality service for children and families.

NB \- our current base is within Ashton Under Lynne near ikea but we will be moving to Sandy Lane in South Reddish is approx 6\-12 months.

Duties

1\. Diary \& Caseload Management

• Manage staff diaries and coordinate caseload scheduling


• Support booking of patients and optimise clinician time


• Provide additional support during peak periods (e.g. holidays)


• Ensure scheduling aligns with clinician capacity and patient safety

• Send appointment reminders (using appropriate technology systems)


• Process new patient records and maintain QuNotes system


• Respond to initial phone calls and email enquiries


• Maintain accurate, secure, and confidential patient records in line with data protection requirements


• Identify and escalate any safeguarding or welfare concerns


• Support team in managing report schedules across client database


• Proof read and ensure paperwork is branding compliant


• Support administration and tracking of complaints and feedback in line with organisational procedures

• Oversee receptionist function (if applicable)


• Manage room bookings and clinic space allocation


• Ensure a professional and welcoming service for patients


• Ensure the clinic environment is clean, tidy, and safe at all times


• Complete and maintain cleaning checklists (daily/weekly)


• Ensure toys, equipment, and shared resources are cleaned, organised, and safe for use


• Maintain an inventory/checklist of toys and clinic resources


• Log equipment loans for clients and therapists


• Report and remove damaged or unsafe items promptly

• Administer annual leave and sickness records


• Support recruitment processes (e.g. scheduling interviews, coordination)


• Assist with onboarding (e.g. setting up new starters on systems)


• Work with existing HR systems


• Escalate complex or business\-critical HR matters to Directors


• Maintain confidential staff records in line with data protection requirements


• Liaise with external HR providers to support HR processes and ensure compliance with employment legislation

• General office management duties, including supplies and equipment ordering


• Liaise with finance support (e.g. Xero, coordination with external support)


• Maintain IT and computer systems (liaising with external providers if needed)


• Manage uniforms and general clinic resources


• Maintain organisation of clinic spaces, storage areas, and treatment rooms


• Ensure adequate stock of cleaning, hygiene, and clinical supplies


• Support infection control and health \& safety procedures


• Manage staff welfare areas, including refreshments (e.g. tea, coffee, milk)


• Provide cross\-cover for key administrative functions during staff absence where required

• Support organisation of payments and expense tracking


• Order equipment within agreed authority limits (e.g. up to a set budget without approval)


• Ensure accurate record keeping for financial processes


• Ensure adherence to financial controls and report discrepancies where identified

• Assist with planning and coordination of new clinics and therapeutic activities


• Coordinate logistics for specialist programmes (e.g. charity hydro/rebound activities, approx. 3 times per year)


• Support risk assessments for clinics and activities


• Ensure safe coordination of staffing and resources with support from Directors


• Support environmentally sustainable practices within clinic operations where possible

• Support internal communications (e.g. sharing resources, courses, and materials)


• Assist with external communications where appropriate


• Support social media coordination (with approval processes or outsourcing as required)


• Attend and contribute to staff meetings


• Take and share meeting notes and follow up on actions where required


• Ensure all communication is professional and maintains confidentiality


• Share information appropriately in line with confidentiality, safeguarding, and information governance requirements


• Support clinical governance processes through accurate administration and coordination of service activities

• Assist with basic advertising activity (aligned with service capacity)


• Support website updates or rebranding coordination


• Ensure consistency and quality of outward\-facing information


• Ensure external communications are accurate and appropriate

• Support lone working processes and documentation


• Assist with insurance review administration (annual)


• Coordinate in\-service training logistics


• Support compliance with GDPR, data protection and confidentiality requirements


• Assist with incident reporting and audit processes


• Assist with safeguarding processes as required


• Maintain records of cleaning, safety, and compliance checks


• Manage and support team mandatory training scheduling (e.g. safeguarding, health \& safety)


• Ensure team compliance with HCPC registration and CSP membership


• Support business continuity planning, including contingency arrangements for service disruption


• Support version control of policies and documents and review tracking of policies, ensuring the most up\-to\-date versions are in use


• Ensure secure handling of information, including appropriate use of systems, passwords, and access controls

• Support incident reporting and follow\-up actions


• Identify and escalate risks within the clinic environment


• Promote a safe environment for patients, staff, and visitors


• Support lone working procedures


• Ensure all risk assessments are accurately updated and flag timelines to team members


• Maintain accurate records of safeguarding concerns in line with policy


• Support timely review and completion of risk and incident actions

• Comply with all Health \& Safety policies, procedures, and risk assessments


• Report hazards, incidents, and near misses in a timely manner


• Support regular health and safety checks of clinic environments and equipment


• Ensure safe use and storage of equipment and materials


• Support infection prevention and control measures in line with current guidance


• Participate in mandatory health and safety training and updates

• Operate independently within defined administrative responsibilities


• Financial authority for low\-level spending (subject to agreed limits)


• Escalate strategic, financial, or high\-risk issues to Directors


• Work collaboratively with Directors on HR, service development, and operational decisions


• Escalate safeguarding, clinical risk, or compliance concerns immediately


• Escalate complex HR matters to Directors and external HR support as appropriate


• Prioritise workload effectively in line with service needs and organisational priorities


• Maintain clear professional boundaries and escalate clinical matters to appropriate clinicians


• Report to Directors and provide regular updates on operational, administrative, and compliance activities

• Support the equality, diversity and rights of patients, carers and colleagues


• Promote an inclusive and respectful environment for patients, families, and staff


• Ensure services are accessible and responsive to diverse needs


• Support compliance with equality and diversity legislation and organisational policies


• Challenge inappropriate behaviour or discrimination in line with procedures


• Maintain awareness of equality, diversity, and inclusion through ongoing training

• Support implementation and monitoring of quality assurance processes and systems


• Assist with audit cycles, including data collection and reporting


• Monitor service standards and highlight areas for improvement


• Support continuous improvement across administrative and operational functions


• Maintain accurate records relating to service delivery and performance


• Ensure documentation meets regulatory and professional standards


• Support collection of patient and stakeholder feedback to inform service development


• Maintain own knowledge and skills through ongoing training and professional development


• Ensure accuracy and completeness of data across all systems and escalate discrepancies

• Enhanced DBS check required


• Right to work in the UK

Work Location: In person

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