Vacancy - Client Care Administrator
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Job Title: Client Care Administrator
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Hours: Part-time – 25 hours per week (5 hours per day, Monday to Friday)
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Salary: £26,000–£30,000 pro rata
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Reports to: Director / Clinical Lead
SB Physiotherapy and Sports Injury Clinic is seeking a proactive, personable Client Care & Administration Coordinator (Community & MSK) to join our friendly and growing admin team.
Due to recent expansion—including our thriving Community Physiotherapy service and busy MSK team—we’re looking for someone to support the smooth running of client liaison, diary coordination, and administrative tasks across both services.
You’ll be based in our Horley office, working alongside our team of part-time admin staff. This is a part-time role (25 hours/week, 5 hours/day) with plenty of scope to grow and evolve as the business expands.
This role is perfect for someone who is highly organised, a strong communicator, and enjoys building relationships, while making a meaningful contribution to a supportive, values-led healthcare environment.
Our core values underpin everything we do: we lead with empathy and extraordinary care, work as a supportive team where everyone matters, strive for excellence, stay connected to our community, and believe warmth and fun belong in healthcare.
Role Overview
This is a part-time, people-focused role combining complex diary management, client liaison, and service coordination. You will be a key point of contact for clients, families, and clinicians, helping to ensure continuity of care and a positive client experience. You will also provide cover for core administrative tasks during periods of administrator leave.
Key Responsibilities
1. Diary Management & Scheduling- Lead diary management for the Community Physiotherapy team.
- Support diary coordination for the MSK service as required.
- Schedule, reschedule, and cancel appointments efficiently, maintaining continuity of care and effective clinician allocation.
- Communicate appointment details clearly with clients, families, care homes, and clinicians.
- Maintain accurate, real-time records on the Jane booking system.
- Act as a primary point of contact for Community and MSK clients.
- Liaise with relatives, next of kin, and care facilities as appropriate.
- Respond promptly, empathetically, and professionally to queries and concerns.
- Support clients throughout their physiotherapy journey, helping them feel confident and supported.
- Proactively follow up with clients who cancel, pause treatment, are discharged, or do not rebook.
- Maintain clear and accurate records of follow-up activity.
- Support continuity of care and long-term engagement where appropriate.
- Coordinate effectively across Community and MSK teams.
- Support clear communication and smooth handovers between clinicians.
- Act as a central point for clinical queries related to caseloads and availability.
- Manage incoming enquiries and referrals.
- Maintain client records accurately and confidentially.
- Provide administrative support to clinicians as required.
- Cover core administrative duties during periods of administrator leave.
- Develop and maintain professional relationships with care homes, community organisations, and healthcare professionals.
- Attend networking breakfasts, meetings, and events as required.
- Represent SB Physiotherapy in a professional, warm, and values-led manner.
- Understand Community and MSK services thoroughly.
- Confidently and ethically explain services to clients, families, and professional contacts.
- Identify opportunities to support client needs appropriately.
- Non-managerial.
- Does not include bookkeeping, payroll, or financial administration.
PERSON SPECIFICATION - Essential Criteria
Experience & Skills- Proven experience in diary management and scheduling, ideally in a busy service environment.
- Strong organisational skills and ability to manage competing priorities.
- Excellent written and verbal communication skills.
- Confident and professional telephone manner.
- Ability to coordinate effectively across multiple teams or services.
- Full, clean driving licence
- Demonstrates empathy, professionalism, and compassion in client interactions.
- Values teamwork and supports colleagues across services.
- Takes pride in delivering high-quality work.
- Enjoys being part of a community-focused service.
- Brings warmth, approachability, and a positive attitude to the role.
- Calm, professional, and solutions-focused under pressure.
- Experience in healthcare, community services, or MSK settings.
- Familiarity with Jane or similar booking systems.
- Experience liaising with care homes or professional referral networks.
- Confidence attending networking or professional events.
MSK PHYSIOTHERAPIST
ATTENTION - MSK PHYSIOS IN HORLEY/CRAWLEY/REIGATE AREA!- Passionate about Musculoskeletal Physiotherapy?
- Looking for a new opportunity in the Private sector?
- Eager to join a supportive team that prioritises patient-centered care?
- Committed to delivering top-notch treatment and improving patient outcomes?
We want to hear from you!
We are expanding our team of dedicated MSK Physiotherapists!
- Flexible working hours available
- Both Employed & Self-Employed positions open
For inquiries or to express your interest, please reach out to Steve at steve@sbphysiotherapy.co.uk.
COMMUNITY PHYSIOTHERAPIST
ATTENTION - COMMUNITY PHYSIO's LIVING OR WORKING IN HORLEY/CRAWLEY/REIGATE?- Love the field of Community Physiotherapy?
- Looking for an opportunity to work in the Private sector?
- Want to feel supported, and join a specialist dedicated Community Physiotherapy team?
- Want to be able to offer the very best for our patients and are passionate about delivering exceptional care?
We are recruiting!
- Variety of hours available
- Employed & Self Employed available
- Community experience preferred but not essential
For more information or to express your interest, please contact Celia at celia@sbphysiotherapy.co.uk
Main Purpose of the Job
To manage a caseload of patients independently and be accountable for assessing, interpreting, planning and implementing physiotherapy treatment and care to patients within professional guidelines. To ensure that patients receive the appropriate care in the most appropriate setting and to keep the patient at the centre of his or her care, ensuring patient and carer participation in decision making.
Main Responsibilities and Duties
- To treat, support and work within a multi-professional team.
- To undertake assessments, treatments and care planning.
- Supervise and train junior staff and physiotherapy assistants.
Patient Client Care
- Ensure own clinical credibility through professional practice, regular updating and maintaining clinical skills.
- To update own knowledge in light of current research and practice.
- To deliver clinical care for a variety of patients, occasionally with complex needs.
- Accountable for the assessing, interpreting, planning, implementing and evaluating of care plans. Ensuring that care needs and wishes are carefully and accurately documented in the clinical records.
- To ensure consent for any treatment is undertaken and documented.
- Ensure effective communication of complex, sensitive patient information, between hospital, community professionals, patients and carers, promoting collaborative inter agency working, this will include overcoming communication difficulties (e.g. hearing/language).
- To enable patients to reach their optimum level of independence.
Responsibilities for People or Training
- Provide and receive clinical supervision and provide high quality leadership to ensure ongoing high standards.
- To develop and demonstrate clinical credibility through professional practice, supervision and regular updating of clinical skills.
- To facilitate the development of individual team members.
- To provide peer support.
- To facilitate and provide teaching to patients, carers and team members.
- To promote best practice, monitor and support junior staff and assistants.
- Develop and maintain skills required for patient care within a community setting.
Other Factors
- To support the Team Leaders with the day to day prioritisation, planning and delivery of a high quality physiotherapy service.
- Organise and manage own time and when appropriate, allocating work in order to achieve the patient’s goals.
- To manage risks in diverse and sometimes challenging environments.
- To ensure that record keeping is to a consistently high standard in accordance with local and national standards.
- To ensure high levels of effective communication occur between all team members.
- To promote and facilitate communication to staff, patients and carers.
- To use evidence-based practice, to ensure clinical care is effective.
- To highlight and report appropriate and potential risks.
- To work with and beyond the immediate team to promote service development and new ways of working.
Flexibility
This job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances, in discussion with the post holder. This role profile is intended to provide a broad outline of the main responsibilities only. The post holder will need to be flexible in developing the role with initial and on-going discussions with the designated manager.
Person Specification
The following criteria will be assessed from information provided on your CV, during the shortlisting and assessment process, and by your referees.
Criteria
Education, Qualifications and Training                   Â
Essential
- MCSP Dip PT / BSc / BSc (Hons) PT / MSc Physiotherapist
- Registered as a Physiotherapist with the Health and Care Professionals Council
- Registered with the Chartered Society of Physiotherapy
- Relevant Post graduate qualification
- Teaching and assessing in clinical practice
- To possess a current, valid driving licence and to be a competent driver
- Evidence of continuing professional development
Desirable
- Further qualifications relevant to community practice
Experience & Knowledge
Essential       Â
- Up to date community experience
- Case management experience
- Experience of working with adults
- Working with a multi-disciplinary team
- Experience within a wide range of patient/client care groups
Desirable
- Evidence of innovative and flexible approach to care and the organisation of care
Skills  Â
Essential
- To be able to communicate with people from a wide range of backgrounds
- To be able to work flexibly and sensitively
- Wide range of interpersonal and communication skills
- Competence in a wide range of physiotherapy skills
- I.T. literate
- Manual handling skills and experience
- Ability to sensitively inform service users on complex and distressing issues. Able to support and facilitate staff in dealing with these situations
- To be flexible and adaptable •
Desirable
- Organisational skills
- Report writing
- Knowledge of mobile phone use.
- Life experiences that have enhanced professional development
- Specific speciality area
