Oxford CBT Limited
Practice Administrator – Therapy Services
Get notified of more jobs like this · No spam, ever
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Practice Administrator – Therapy Services
Oxford CBT | Headington, Oxford
Part-time: 22.5 hours per week | Permanent
Salary: Up to £32,000 FTE, pro rata
Oxford CBT is an established independent therapy and neurodevelopmental service supporting adults, children, and families. We’re looking for a warm, organized, and proactive Practice Administrator to join our therapy services team.
This is a varied and important role within the practice. You’ll be one of the first points of contact for clients and families, helping them access the right support and ensuring they have a positive experience from their first enquiry onwards.
Working closely with our Practice Manager and clinical team, you’ll support the smooth day-to-day running of the service across client enquiries, appointments, clinician diaries, reception, payments, records, and general administration.
What you’ll be doing
- Responding to client enquiries by telephone and email in a warm and professional manner
- Helping clients and parents understand our services and arrange appointments
- Coordinating therapy and assessment appointments
- Managing clinician diaries, cancellations, and appointment changes
- Following up enquiries and outstanding actions
- Welcoming clients and supporting the day-to-day running of reception
- Processing payments, invoices, and administrative queries
- Maintaining accurate and confidential client records
- Using practice management and CRM systems, including JaneApp and HubSpot
- Supporting clinicians and the Practice Manager with general administration
- Helping to review and improve administrative processes and ways of working
- Handling sensitive information in line with GDPR, confidentiality, information governance, and CQC requirements
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
About you
We’re looking for someone who is:
- Highly organized with excellent attention to detail
- Warm, confident, and professional
- A strong communicator who can build rapport quickly
- Comfortable speaking with adults, parents, children, and clinicians
- Able to manage competing priorities in a busy environment
- Proactive and confident taking ownership of tasks
- Comfortable working independently while contributing positively to a small team
- Empathetic and genuinely client-focused
- Confident using technology and learning new systems
You’ll have at least one year’s relevant experience in administration, reception, customer service, or healthcare administration. Experience in a therapy, psychology, healthcare, or clinical setting would be desirable, as would experience with appointment coordination, clinician diaries, JaneApp, HubSpot, or similar systems.
Get help with your application
Your very own career expert that helps elevate your application to the next level.
What we offer
- Up to £32,000 FTE, pro rata
- 27 days annual leave plus Bank Holidays, pro rata
- Company pension
- Blue Light Card eligibility
- Training and professional development
- Supportive and experienced team
- Company events and team activities
- The opportunity to contribute to an established and growing healthcare service
Hours & location
22.5 hours per week, based primarily at our Headington, Oxford clinic. There is some flexibility in how the hours are arranged around the needs of the service. Working Mondays is an essential requirement, with some evening and/or Saturday work also required.
How to apply
If you’re organized, personable, and enjoy making things run smoothly while providing a great experience for clients, we’d love to hear from you.
Please apply with your CV and a short covering letter explaining why the role interests you and what you would bring to Oxford CBT.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Location