Job Description

Overview

The Senior Therapy Administrator plays a vital role in enabling the smooth delivery of therapy services at Cerebral Palsy Cymru. Acting as the right-hand support to the Therapy Manager, the post-holder manages the coordination of private appointments, supports therapy planning administration, and ensures cover on reception as needed. They are also a key contact for training course logistics, working closely with the HR & Training Manager. The post requires professionalism, initiative, attention to detail and a commitment to providing excellent service to families, colleagues, and visitors.

Responsibilities

Executive Support to Therapy Manager:

Provide personal assistant support to the Therapy Manager, managing diary appointments and correspondence. Prepare agendas, meeting papers, and notes for therapy-related meetings. Draft and format reports and documents to support therapy planning and delivery. Maintain confidentiality and professionalism in all communications.

Private Therapy Appointment Administration

Coordinate and manage all self-funded therapy appointment bookings. Liaise with therapists to ensure efficient appointment scheduling and room usage. Communicate with families and individuals to confirm appointment arrangements and answer queries. Send out appointment letters and maintain accurate digital and paper records. Liaise with the finance team regarding invoicing and payment tracking for private sessions.

Reception and Front-of-House Duties

Provide reception cover when volunteer reception team members are unavailable. Greet and register families, visitors, and staff warmly and professionally. Answer incoming calls and handle queries or direct them appropriately. Ensure reception and waiting areas are welcoming and well-maintained.

Support for In-Person Training Courses

Support the HR & Training Manager in preparing for in-person training courses (approx. 3 per year). Work with the volunteer reception team to ensure rooms are set up, signage displayed, and resources in place. Organise refreshments and ensure a welcoming environment for course delegates. Greet and register delegates and provide day-of support for course tutors and attendees.

Additional responsibilities

Participate in team meetings and engage with the wider staff team when appropriate. Actively work with others (internal and external) to facilitate organisational and departmental improvements and changes, in line with charity-wide strategies. Maintain confidentiality at all times and adhere to Cerebral Palsy Cymru's confidentiality policy. Follow and remain up to date with Charity policies and procedures. Communicate effectively with colleagues, trustees, volunteers, partner organisations, stakeholders of all kinds, and service users. Carry out any other reasonable tasks as may be required. At all times be a positive ambassador for the Charity.

Person Specification:

Qualifications

A minimum of 2 or more A Levels or equivalent at Grade C or above.

Experience

Experience providing administrative support in a busy office environment. Experience of diary management and/or personal assistant tasks. Experience working in a reception or front-of-house role. Experience coordinating appointments or schedules. Experience working in a healthcare, education, or charity setting (desirable).

Skills, abilities and knowledge

Excellent organisational and time-management skills. Strong communication and interpersonal skills, with a friendly and professional manner. Confident in the use of Microsoft Office (Word, Outlook, Excel) and databases. Attention to detail and a methodical approach to work. Ability to manage multiple tasks and prioritise effectively. Ability to work independently and use initiative. Understanding of confidentiality, safeguarding, and GDPR compliance. Knowledge of appointment booking systems or CRMs (desirable).

Qualities

Self-motivated; able to work with the minimum of supervision. A can-do attitude; positive team player. Calm, compassionate, and adaptable when dealing with families and children. Empathy with and commitment to Cerebral Palsy Cymru's values, purpose, and environment.

Benefits:

Flexible part-time working A collaborative, supportive work culture Pension Company sick pay Wellbeing & mental health support for staff and families The satisfaction of knowing your work supports children and families across Wales
Job Types: Part-time, Permanent

Pay: Up to 30,000.00 per year

Expected hours: 20 per week

Benefits:

Additional leave Bereavement leave Company pension Employee discount Enhanced maternity leave Enhanced paternity leave Free parking Health & wellbeing programme On-site parking Sick pay Work from home
Schedule:

Flexitime Monday to Friday No weekends
Work authorisation:

United Kingdom (required)
Work Location: Hybrid remote in Cardiff CF14 5DX

Application deadline: 01/06/2025
Reference ID: Senior Therapy Administrator_Cerebral Palsy Cymru