Deputy Manager

Reporting to the Centre Manager, the Deputy Manager line manages the site’s administration team. They ensure an efficient, professional and effective administrative service is delivered and take responsibility on all key operational administrative aspects of the Wellbeing Centre. This includes but is not limited to, diary management, billing, patient records etc.

• 
  Reference - PRI9866
• 6Location - 41 Harley Street, Marylebone, London, W1G 8Q
• HSalary - £30,00
• 0Hours - 37.5 hours per wee
• kVacancy Type - Permanent - Full Tim

e
Responsibilitie

• s:Oversees the clinic’s diary management, ensures the efficient coordination of dates, times and rooms and the effective scheduling and prioritisation of appointments, meetings and other associated events and functio
• nsManage and coordinate referrals and maintain waiting lists, ensuring the team are updating Salesforce in line with requiremen
• tsGood working knowledge of complaint procedures and respond to complaints in an efficient and timely mann
• erIntroduce and manage all patient information within the centre and keeping it up to date with appropriate informati
• onSupervises and coordinates a key administrative process ensuring all associated records, transactions and arrangements comply with the company’s policies and procedures, providing an audit trail by which data and information can be provided or accessed as require
• d.Collates and analyses data from a variety of sources, producing reports and statutory returns, which meet defined quality standards in terms of accuracy, format and timelines
• s.Provides a comprehensive administrative service to the clinic and liaison with all clients (internal and external) gathering feedback and dealing with queries and complain
• tsResponds to external and internal communications, both over the phone, via email and in person, prioritising accordingly and ensuring appropriate action is taken and all relevant individuals are involved/informe
• d.Ensures the effective and efficient maintenance of computerised databases and paper filing systems through the timely and accurate updating of associated record
• s.Billing of all appointments, monitor and chase debt, financial tracking, record keeping, payments tracking and processi
• ngOrdering clinic supplies, stationary and use of purchase order system to raise invoic
• esManage the docusign system, ensuring all patients have completed a consent from using thi
• s.Consultant appointments; to ensure all Consultant letters of patients referred by Priory are added to carenotes according to Priory Poli
• cyAppointments; support therapists in making/changing/cancelling appointments In salesfor
• ceManage the centre and own inbox emails and respond as necessa
• ryPatient file management; ensuring all letters are completed within a timely manner and correspondence is sent appropriate
• lyCollate feedback from patients, encouraging them to complete a doctify review and/or the therapy services questionnai
• reOther reasonable management reques
• tsEnsure that reception is covered at all times during opening hours and allocate shifts fair
• lyTelephone cover at all times for Priory Wellbeing Centre calls ensuring out of hours messages are active when need
• edInduct any new admin staff to the Wellbeing Centre and ensure admin staff are trained in the use of our syste
• msParticipation in promotion of therapy packages to patien
• tsTo receive all visitors/patients to the Centre and direct to appropriatel
• y.To ensure the reception area, waiting area and toilets are tidy at all times with client supplies fully stock
• edEnsure all reception information reference book/files are kept up to date and are locked away at nigh
• t.To assist with general duties within the Centre and supporting the centre administrators and Centre Manag
• erAny other duties that falls within the responsibility of the Pos
• t.All employees should be aware of the policies set out in the Employee Handboo
• k.Other Duties include but are not limited t
• o:Greeting and looking after clients on their arrival to the Clin
• icDealing with enquiries and confirming appointments by telephone and in pers
• onHave good manners and behaviour and work to stringent guidelin
• esAny other reasonable tasks asked of them by the Line Manag
• erHave sound knowledge of the health and safety of the centre, along with Audits and Priory policies and procedur

es
Will need at least 1 years’ customer facing experience and have worked in an administrative role with a customer facing experience. Management experience is essential as the role includes line management of the administrators on site. Healthcare environment knowledge is essenti

al.
Knowledge/Education/Sk

• illsThe role holder should be educated to GCSE (Grades A-C) or equivalent standard, with excellent keyboard skills and an intermediate level of proficiency for the standard range of office applicati
• ons.Outstanding communication skills both written and verbal to a variety of clie
• nts.Exemplary telephone manner and personal presentat