Job Description

About Us

The Family Treatment Service is a private, not-for-profit, mental health practice in Wimbledon, dedicated to providing high-quality care to our clients. We offer specialist services in Eating Disorders and Autism, alongside comprehensive psychiatric, psychological, and therapeutic care. As we continue to grow, we seek a highly experienced and detail-oriented Practice Manager to oversee our two clinic spaces.

Role Summary

The Practice Manager plays a pivotal role in the efficient, safe, and effective operation of The Family Treatment Service. This position combines strategic oversight with hands-on administration, ensuring that both clinical and operational aspects of the service run to the highest possible standard.

Responsible for the day-to-day running of two busy clinic sites, the Practice Manager leads the Reception team, oversees client bookings and communication, maintains compliance with relevant regulations, and ensures that every client receives a seamless and positive experience from first contact through to completion of therapy.

This role combines strategic planning, operational excellence, and team leadership, ensuring that all systems, people, and processes support the highest standards of client care and regulatory compliance.

Key Responsibilities

Operations & Administration

? Oversee all aspects of the practice management system (currently Semble), optimising functionality, ensuring accuracy, compliance, and reporting. This includes user access, diary management, appointment/product set up, bookings, training, client record management, compliance and general system oversight.

? Maintain oversight of daily bookings and payments, using operational data to forecast capacity, improve resource utilisation and inform strategic decisions.

? Identify opportunities for innovation and service improvement, presenting proposals to senior leadership.

? Ensure all policies, systems, and workflows are efficient, compliant, and support long-term growth.

? Manage supplies and procurement (clinical and operational), ensuring adequate stock levels, cost control, and accurate financial documentation.

? Lead high-quality written communication across the service, including minute taking, proof-reading reports and correspondence, and maintaining accurate meeting records.

People Management & Team Leadership

? Lead, mentor, and develop the Reception team to deliver a consistently exceptional client experience. This includes coordinating the reception rotas, shift planning, and payroll submissions.

? Oversee recruitment, induction, supervision, and professional development of all administrative and reception staff.

? Foster a high-performance culture, ensuring clear objectives, accountability, and recognition of achievement.

? Act as a key liaison between the clinical and administrative functions, ensuring collaborative and efficient communication.

? Provide cover for reception where required, maintaining first-hand understanding of operational pressures and client needs.

Facilities & Procurement

? Maintain oversight of both premises, ensuring they remain safe, compliant, and fit for purpose.

? Act as the primary point of contact for external maintenance and cleaning contractors, managing schedules, service agreements, and quality checks.

? Manage supplier and contractor relationships, ensuring value for money, billing accuracy and service reliability.

? Lead on health and safety, fire safety, business continuity / disaster preparedness. This includes conducting and recording regular mandatory checks, including: fire safety (alarms, extinguishers, evacuation drills), emergency lighting, COSHH, and basic legionella (water temperature) checks.

? Oversee clinic security protocols, including key-holder registers, alarm systems, and physical safety checks.

? Manage the inventory, ordering, and strategic placement of all operational supplies and clinic furnishings.

Clinical Operations & Compliance

? Oversee the administrative and regulatory compliance of the service and both clinics, ensuring readiness for CQC inspection at all times. Maintain up-to-date records of compliance with CQC, fire safety, and other statutory requirements.

? Lead internal audits and regular safety checks for GDPR, health and safety, and safeguarding compliance, reporting findings and action plans to the Registered Manager and Senior Management.

Client Experience & Service Standards

? Implement and maintain systems to ensure every client interaction reflects the values of The Family Treatment Service.

? Monitor service performance metrics (response times, client satisfaction, and service standards), identifying and addressing areas for improvement. .

? Maintain oversight of quality assurance, ensuring all correspondence and documentation meet professional and confidentiality standards.

Finance & Reporting

? Support the Finance function by ensuring accurate submission of invoices, receipts, and records for reconciliation. This includes reporting on monthly appointments to process payments to clinicians.

? Monitor expenditure and implement cost-control measures while maintaining operational quality for all supply and facilities.

? Contribute to financial forecasting and business planning, providing data and insight to inform decision-making.

Person Specification

Essential

? Substantial experience in operational or practice management within a healthcare or therapeutic environment.

? Demonstrable experience of leading multi-site teams and managing complex operations.

? In-depth understanding of CQC, safeguarding, GDPR, and healthcare governance.

? Strong leadership and people-management skills with the ability to inspire and motivate teams.

? Proven ability to improve systems, processes, and performance through data and analysis.

? Excellent communication and stakeholder-management skills at all levels.

? High level of financial and commercial awareness.

? Advanced organisational skills, attention to detail, and professional judgement.

Desirable

? Experience working in a mental healthcare setting.

? Familiarity with practice management software, or electronic healthcare systems.

? Experience managing multiple premises or coordinating operational support across more than one site.

? Previous contribution to strategic planning, business development, or quality improvement initiatives.

Please apply with a covering letter outlining your suitability for this specific role along with your CV. The role will close upon the appointment of a suitable candidate

Equal Opportunities Statement: The Family Treatment Service is an equal opportunities employer and values diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Job Type: Full-time

Pay: 55,000.00-60,000.00 per year

Benefits:

Additional leave Company pension
Work Location: In person