Home-Based Administrator (Evenings)

Complete Pilates is an open and supportive company which I started in 2015. We are continuously growing and now have 3 sites across London, an online platform and the ability to do online appointments. We specialise in 1:1 Pilates rehab for people who are in pain, have medical illnesses, or just want to move and regain strength and fitness.

I am looking for someone who is organised, curious, empathetic and professional who would be happy to manage day-to-day administration.

Working directly with our Senior leadership team, you would be part of a small team whose role is to support our clinicians and clients. Although the position is currently primarily administrative, I would love to find someone enthusiastic about healthcare and well-being and would like to grow this role as time becomes more available to them.

The position is based entirely from home for approximately 3 hours in the evenings (5 pm - 8 pm) and a couple of hours over the weekend. We are happy to consider job-sharers for this role, and career returners are welcome to apply.

If this sounds like you and something you would be interested in learning more about, are an enthusiastic and proactive person, and can see yourself developing in this role, then I would love to hear from you!

The ideal candidate needs to have:

• Excellent organisational skills
• Great attention to detail to ensure accuracy at all times
• A friendly and approachable tone of voice
• Excellent written English, which shows an empathetic tone
• Comfortable making decisions on your own and assisting others in there
• Ability to answer queries and resolve issues quickly and efficiently, making our clinicians and clients feel supported
• Comfortable using MindBody, Outlook, Teams, SharePoint, Zoom, PeopleHR and a basic understanding of Microsoft Excel - training will be given in all these areas, but you will need to be comfortable learning different types of software quickly.
• Able to work well remotely, keeping the team updated and communicating effectively.

Daily Tasks:

Inbox management

• Assisting in organising appointments for new clients, re-bookings and appointment modifications
• Managing late and early cancellations
• Liaising with clinicians regarding clients as necessary
• Liaising with Consultant secretaries for updated medical notes
• Forwarding questions from clients to the Clinical Lead which require medical input
• Blocking diaries for holiday or sick leave as required
• Sending receipts and clinical letters as required

Weekly Tasks:

• Creating and sending invoices to clients and chasing unpaid invoices
• Contacting non-returning clients
• Updating prospective new clients’ spreadsheets - training will be available, but you will need to be happy inputting data onto spreadsheets

KPIs for this role:

Emails all responded to within 24 hours Monday - Friday

Holiday requests appropriate approved or denied and responded to within 48 hours, Monday-Friday (Christmas period excluded)

Good communication with the wider team