Administrative Lead

SUMMARY:
The purpose of this role is to support day-to-day operations remotely by ensuring core administrative workflows run smoothly, accurately, and consistently.

POSITION INFO:

Administrative Lead

Join a UK-based healthcare clinic in a process-driven role focused on ensuring core administrative workflows run smoothly and accurately.

Hybrid (Home and provided Cape Town Office), Monday to Friday 8 am -5 pm

Salary: R22 000 - R27 000 p/m

About Our Client

The client is a UK-based healthcare clinic. Its mission is to enable people to make the most of their lives by taking control of their body’s movement.

The Role: Administrative Lead

The purpose of this role is to support day-to-day operations remotely by ensuring core administrative workflows run smoothly, accurately, and consistently. The role exists to manage patient referrals, book appointments, and maintain financial and operational records while following clearly defined processes. The main focus areas include patient referral management, NHS and PMI administration, and data management, with future responsibilities in HR, payroll, and bookkeeping.

Key Responsibilities

• Process incoming GP referrals and contact patients to arrange appointments based on defined criteria.
• Book appointments within Mindbody and maintain referral tracking spreadsheets within agreed timeframes.
• Maintain accurate records of NHS activity and prepare weekly and monthly reconciliation processes and invoices.
• Support PMI administration by maintaining reconciliation of invoices and monitoring payment status.
• Extract and input data from Mindbody into Excel or Google Sheets to ensure consistency across trackers.
• Lead HR and payroll processes using BrightHR and Peninsula once core processes are established.
• Support Xero bookkeeping tasks, including bank reconciliation and preparing supplier payments for approval.
• Identify and flag discrepancies in invoicing and operational records.

About You

• Strong Excel and Google Sheets skills.
• Familiarity with Xero.
• High attention to detail and a solid track record.
• Excellent written and verbal English communication skills with a professional and empathetic approach.
• Experience working with CRM or administrative systems to manage workflows and maintain accurate records.
• Must be comfortable with hybrid work and have own transport to get to the office.
• Ability to work UK hours (Monday to Friday, 8-5 pm) with no accent.
• Experience with Mindbody is beneficial but not essential.