CY&A PSYCHOLOGY
Clinical Psychology Practice Administrator at CY&A Psychology
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Company Description
CY&A specialises in providing tailored, evidence-based therapeutic interventions for children, adolescents, and young adults. The practice uses creative and engaging techniques within a welcoming, nurturing environment to support individuals with emotional, behavioural, and psychological difficulties of varying severity. Clinicians collaborate closely with families and other professionals to deliver integrated care. The team is committed to promoting resilience, wellbeing, and positive long-term outcomes for the young people they serve.
Role Description
The Clinical Psychology Practice Administrator at CY&A Psychology is responsible for the efficient, compliant, and client-centered day-to-day running of the practice. This on-site role, based in London, includes managing appointment scheduling, clinician calendars, and client records while maintaining confidentiality and data protection standards. The Practice Administrator oversees reception and administrative workflows, supports billing and invoicing processes, coordinates referrals and communications with families and external professionals, and assists with basic reporting on practice activity. The role also involves supporting budget monitoring, ordering supplies, maintaining a welcoming environment for clients, and collaborating with clinical staff to ensure smooth operations that align with the practice’s therapeutic values.
Salary
£32,000 per annum
Term
Fixed Term 2 years; with a view to permanent.
Work Location
In person at our lovely clinic in Marylebone, close to the amenities of Oxford Street and central London
Shift & Schedule
7.5 hours per day with a 30 minute unpaid break. Hours 10-6 or 11-7. Occasional out of hours may be required if an event is hosted. Monday to Friday.
Role Overview
We are looking for a committed, highly organised, personable practice administrator who would largely manage our intake system, telephone calls, emails and bookings as well as having reception duties in our clinic in Marylebone, London. Due to the nature of our work the role requires someone who enjoys communicating with young people, who can manage communication with people who may be distressed and respond sensitively and with compassion whilst also remaining professional and effective.
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Key Roles
Referral Coordination/Intake
- Manage new enquiries from potential new clients, setting them up on our systems; addressing their queries and needs sensitively but efficiently in a time sensitive manner.
- Collect key information with compassion for the client’s situation and communicate it to lead clinicians.
- Manage our intake portal to log all new client enquiries, send forms and get them registered, ensure that first payment is made, liaise with clinical lead about allocations, offer appointments to new clients and set them up on our practice management system.
- Ensure initial appointments are set up properly and the clients and clinicians have all the required information.
Appointment Coordination
- Book appointments and alter appointments as required.
- Manage appointments that are missed or cancelled.
- Liaise with clinicians around block bookings.
Administrative Support
- Be the first point of contact for clients and other professionals communicating with the practice and its clinicians.
- Respond to all emails and telephone calls in a timely manner with professionalism.
- Upload incoming documentation to the practice management system.
- Take electronic payments daily on our system.
- Send out occasional written material.
- Send information to the client base as required.
- Document clinician leave.
- Maintain the schedule of availability via the intake portal.
- Collate data as specified by the lead clinicians.
- Organise events and workshops as required.
- Download monthly activity reports from the system into the contractor remittances.
Health and Safety
- Take on the role of fire marshal and first aider - complete the online trainings and test the alarm weekly with the support of senior staff.
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Front of House
- Manage the intercom, allowing access to the building.
- Greet new clients and make them welcome in the waiting room, collecting any missing information or forms required by the practice.
- Ensuring that the waiting room and client spaces are kept to a high standard and level of tidiness in line with our service standards and health and safety policy.
- Be responsible for ordering stock needed for the smooth running of the practice.
- Water our plants!
- Manage the floral displays.
Projects
- Liaise with contractors, work people attending to repairs.
This is a busy role due to the volume of new referrals and existing clients. Our position is currently vacant (we have a temp in post); our recruitment timeline is flexible as we are looking for the right candidate. We are a small practice of 13 clinicians and we are keen to find someone who will stay with us for the long term and make a significant contribution to the team!
Qualifications
Candidates should possess skills in practice management, with experience in coordinating workflows in a mental health or medical setting. Candidates should possess skills related to healthcare office administration, including appointment scheduling, records management, and patient-facing communication. Ideally candidates should possess foundational knowledge of mental health services to work effectively within a clinical psychology practice (desirable). Candidates should possess basic skills at taking payments, we use Stripe for this.
Additional beneficial qualifications include strong organisational and time-management abilities, excellent verbal and written communication skills, proficiency with practice management or EHR software, attention to detail, and a client-centered approach. Relevant experience in healthcare or psychology settings and education in health administration, psychology, or a related field are advantageous.
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