Job Description

Practice Administrator - Expanding Independent Mental Health and Neurodivergence Practice

This is an exciting opportunity to join a growing independent mental health and neurodivergence practice providing high-quality assessment and therapy to both self-funding clients and those funded through external organisations. We offer services to adults, children, adolescents, and families, and we pride ourselves on being a friendly, values-led practice that fosters a supportive and collaborative team environment.

Our main premises are based in the city centre of Glasgow, where this post will be located.

The practice is led by Dr Michelle Muniz, Clinical Psychologist and Clinical Director, alongside a multidisciplinary team of self-employed Psychologists, Psychiatrists, and Allied Health Professionals who deliver services across Glasgow and beyond. As the practice continues to expand, we are seeking an organised and proactive Practice Administrator to support the smooth running of our clinical and administrative operations.

Key Responsibilities

The successful candidate will work closely with the Service Manager and administrative team to:

Manage incoming referrals and appointment bookings Prepare correspondence, reports, and client documentation Support clinicians with scheduling and client communications Maintain accurate records and assist with database management Contribute to developing efficient administrative systems as the practice grows.

About You

We are looking for someone who is:

Confident, self-motivated, and professional when liaising with clients and colleagues Experienced in administrative or customer-facing roles Highly proficient in IT systems, including Microsoft Office and database software Interested in contributing to a practice dedicated to improving psychological wellbeing.

What We Offer

A supportive, inclusive, and positive working culture Competitive salary and workplace pension Opportunities for professional development and long-term career growth A fixed-term contract for one year, with the potential for the post to become permanent A full-time role with an initial six-month probationary period This role is ideal for someone seeking a meaningful, long-term position within an established and expanding independent practice, where their contribution will be genuinely valued.

Job Title: Practice Administrator Reports to: Service Manager / Clinical Director Location: Glasgow City Centre Contract: Fixed-term for 12 months (with potential for permanent appointment) Hours: Full-time.

Job Summary

To provide a comprehensive range of administrative and clerical support within an expanding independent mental health and neurodivergence practice The role involves working collaboratively with clinicians and administrative staff to ensure the smooth and efficient running of clinical and operational processes, while maintaining the highest standards of professionalism, confidentiality, and client care.

Key Duties and Responsibilities

(including but not limited to the following)

Client and Referrer Enquiries Receive and respond to general enquiries from clients, families, and referrers (e.g. schools, social workers, solicitors, healthcare professionals) via telephone or email Gather relevant referral information, demonstrating empathy, professionalism, and sensitivity to client needs Appointment Management Liaise with clinicians to confirm availability and suitability for new referrals. Use electronic diary systems to schedule, amend, and confirm appointments accurately Case Coordination and Monitoring Support the management of active cases, including tracking deadlines for reports and ensuring funding and authorisation requirements are met. Document Preparation Format, proofread, and prepare clinical reports, letters, and other written documentation to a high professional standard Administrative and Marketing Support Assist in the preparation of written, digital, and electronic materials for practice communications, marketing, or quality assurance Financial Administration Support invoicing, payment tracking, and the recording of financial transactions in line with practice procedures General Administrative Tasks. Carry out a range of clerical duties including drafting correspondence, managing post and email communications, filing, scanning, photocopying, maintaining databases, and ordering office supplies. Policy and Governance Compliance. Adhere to all practice policies and procedures relevant to the role, including data protection, confidentiality, and information security Staff Support and Induction. Contribute to the orientation or support of new staff and share knowledge with less experienced colleagues as required. Confidentiality and Data Protection. Maintain strict confidentiality and protect all personal and sensitive information in accordance with GDPR and professional standards.

Person Specification

Qualifications

Educated to Standard Grade / National 5 level or equivalent (essential) Educated to Higher level or equivalent (desirable) Qualification or demonstrable competence in computer literacy (essential).

Experience

Previous experience in an administrative role (highly desirable) Experience within a healthcare, mental health, or allied health setting (desirable) Experience handling sensitive or confidential information (desirable) Experience liaising directly with members of the public (essential).

Skills

Strong IT skills, including use of Microsoft Word, Excel, and database systems (essential) Excellent written and verbal communication skills (essential) Confidence and professionalism when communicating with clients and referrers by phone or email (essential) Strong organisational skills and ability to prioritise workload effectively (essential) Awareness or understanding of psychological and emotional difficulties, and the role of psychological therapies (desirable).

Abilities and Attributes

A genuine desire to contribute to improving psychological wellbeing and client outcomes Compassionate, empathic, and a good listener Ability to manage exposure to sensitive or distressing material High level of discretion, professionalism, and commitment to maintaining confidentiality Capacity to work both collaboratively as part of a team and independently when required Initiative and problem-solving skills Willingness and ability to work autonomously where appropriate.

Summary

This role offers an opportunity to become an integral part of a supportive, values-driven practice. The post-holder's contribution will be central to the smooth running and continued growth of the service.

Application

Please submit your CV

and

a covering letter regarding your suitability for the post.

Interview date

Tuesday 11th November

Job Types: Full-time, Fixed term contract, Temp to perm
Contract length: 12 months

Pay: From 25,000.00 per year

Benefits:

Company pension
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 30/10/2025
Reference ID: 231025