Halo Case Management Ltd
Administrative Assistant
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Administrative Assistant | Rehabilitation Case Management
Remote | Approximately 5–10 hours per week | Employed or self-employed options considered
Halo Case Management is looking for a proactive and organised Administrative Assistant to work predominantly alongside our Director, supporting the administration behind complex rehabilitation cases.
This is a varied role for someone who enjoys keeping things organised, working accurately and using their own initiative within clear processes.
It may particularly suit someone who already has experience in healthcare or professional administration, or perhaps a student in occupational therapy, physiotherapy, psychology, nursing or a related field who is interested in gaining experience of the rehabilitation case management sector.
What the role will involve
- Logging file notes accurately onto iinsight;
- Reviewing and filing emails, attachments and documents against the correct client record;
- Arranging and confirming appointments with clients, therapists and other professionals;
- Managing routine diary arrangements and calendar invitations;
- Contacting clients by telephone, text or email regarding appointments and other administrative matters;
- Chasing outstanding dates, documents and routine information;
- Maintaining Halo’s therapy and service-provider database;
- Updating trackers and records;
- Formatting documents using Halo templates; and
- Following Halo’s established processes, policies and filing procedures.
We are looking for someone who can work independently once they understand what is required. That means being able to read enough of an email to understand what it relates to before filing it, notice when something does not look quite right, follow a task through and ask sensible questions when something is unclear.
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Halo works across cloud-based systems including iinsight and Microsoft 365. Previous experience with iinsight is not essential, but you should be confident using cloud-based software and comfortable learning new systems.
You should also have a practical understanding of Outlook and Microsoft 365, including the fact that Outlook on the web and the desktop version do not always behave in quite the same way when handling emails, attachments and drag-and-drop functions.
We are not looking for an IT expert, just someone who is digitally confident, curious and able to work things out.
Who we’d like to hear from
You may be a good fit if you are:
- organised, proactive and dependable;
- comfortable working under your own steam;
- accurate and detail-focused;
- confident communicating with clients and professionals;
- comfortable using cloud-based software;
- able to follow processes and policies consistently;
- good at managing several small tasks without losing track of them;
- able to spot discrepancies or missing information; and
- comfortable knowing when something needs to be referred back to the Director or another member of the team.
Experience in healthcare, rehabilitation, psychology, occupational therapy, physiotherapy, nursing, case management, medico-legal work or a similar professional environment would be helpful, but it is not essential.
An interest in rehabilitation case management and a genuine willingness to learn would be very welcome.
Confidentiality matters
The role involves access to sensitive personal, medical and legal information, so confidentiality must be reflected in the way you work every day.
You will need to be comfortable following Halo’s information governance, data protection and confidentiality procedures, using approved systems, handling information carefully and maintaining appropriate privacy when working remotely.
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Why might this role be interesting?
For someone curious about rehabilitation case management, this is an opportunity to gain insight into how complex rehabilitation cases are coordinated behind the scenes.
You will see how Case Managers work alongside clients, families, therapists, solicitors and other professionals, while developing useful experience in a specialist the sector.
The practical details
- Rate: Negotiable depending on experience and working arrangement
- Reporting to: Predominantly the Director
- Location: United Kingdom - working remotely
Interested?
Please send us your CV or similar, together with a short introduction telling us:
- what interests you about the role;
- any relevant healthcare, administrative or professional experience;
- the systems you have used; and
- your approximate availability.
Eligibility and working requirements
This is a UK-based remote role and, due to the nature of Halo’s working arrangements and information-governance requirements, the work must be undertaken from within the UK. Applicants must have the appropriate legal right to undertake the proposed work in the UK, whether on an employed or self-employed basis.
A high standard of written and spoken English is essential, as the role involves reading and accurately recording case-related correspondence and communicating with clients, families and professionals.
Halo Case Management is committed to equal opportunities and welcomes applications from suitably qualified candidates.
Please send your info to kate@halocm.co.uk - Operations Manager
Applications will be reviewed as received, closing date is 1st September 2026.
We’re interested in finding someone who is organised, thoughtful and genuinely interested in doing this kind of work well. Halo Case Management Ltd
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