Category: Part-Time Personal Assistant / Clinical Administrator Vacancy/ Assistant Office Manager
- Role: PA to Office Manager
- Hours: 10 hours per week
- Location: Remote, with travel to Boston, Lincolnshire once per week
- Contract: Permanent, part-time
- Reports to: Office Manager
About the Role
A growing specialist organisation providing clinical, therapeutic and community-based services is looking for an experienced Personal Assistant / Clinical Administrator to support its Office Manager and wider professional team.
This is a varied, hands-on position combining PA support, clinical administration, document production, case management, financial administration and stakeholder coordination.
The role is primarily remote, but applicant must live within reasonable travelling distance of Boston and be able to attend the office or service location once each week. You will work closely with the Office Manager, clinicians, therapists, deputies, solicitors and external professionals, helping to ensure that administrative processes run smoothly and consistently.
Key Responsibilities
- Personal Assistant and Administrative Support Provide day-to-day PA support to the Office Manager.
- Manage diaries, priorities, actions and administrative workflows.
- Prepare meeting agendas, create accurate minutes and follow up agreed actions.
- Draft and send professional correspondence on behalf of the Office Manager.
- Coordinate information between internal colleagues and external stakeholders.
- Clinical Reports and Document Production
- Type, proofread, format and quality-check clinical immediate needs assessments (INA’s), therapeutic and operational reports.
- Produce accurate, well-presented documents for clinicians, solicitors, deputies and other professionals.
- Ensure documentation meets organisational, professional and compliance standards.
- Create and maintain templates, forms, reports and administrative documents.
- Identify inconsistencies, missing information and formatting issues before documents are issued. Case Management and Compliance
- Maintain accurate client records using case management software.
- Upload reports, update case information and monitor outstanding actions.
- Support client audits, compliance reviews and data-quality checks.
- Help ensure records are accurate, complete and submitted on time.
- Experience using Qunote or a similar clinical or legal case management system would be advantageous.
- Financial Administration
- Use Microsoft Excel to support budget tracking, forecasting and expenditure monitoring.
- Prepare and process invoices and track outstanding payments.
- Support financial reporting and general accounts administration.
- Manage digital payment and document systems such as Stripe and DocuSign.
- Maintain accurate records of agreements, transactions and financial activity. Process Improvement
- Develop templates and systems that improve consistency and efficiency.
- Help streamline administrative and reporting processes.
- Support the effective use of digital platforms and internal systems.
- Proactively identify areas where workflows, documents or processes could be improved.
About You
- You will be highly organised, dependable and comfortable working with sensitive information.
- You will also have the confidence to communicate with senior professionals while maintaining a compassionate and approachable manner.
Essential Skills and Experience
- Previous experience as a Personal Assistant, Executive Assistant, Office Administrator, Clinical Administrator, Medical Secretary or Legal Administrator.
- Strong typing, proofreading, formatting and document-production skills.
- Excellent written English and professional communication skills.
- Good working knowledge of Microsoft Excel, including formulas, data organisation and financial tracking.
- Experience managing diaries, tasks, reports and competing priorities.
- Experience working with confidential or sensitive information.
- Confident communicating with clinicians, therapists, solicitors, deputies and other professionals.
- Experience using digital systems such as DocuSign, Stripe, Microsoft Office and case management software.
- Ability to work independently in a remote role. Availability to travel to Boston Lincs once per week.
Desirable Experience
- Experience within healthcare, rehabilitation, case management, legal services or community support.
- Knowledge of brain injury, neurorehabilitation or complex care services.
- Experience using Qunote or another case management platforms.
- Experience supporting audits, compliance or quality-assurance processes.
- Experience creating professional templates, forms and reporting documents.
- Previous involvement in invoicing, budgeting or financial administration.
Personal Qualities
We are looking for someone who is:
- Accurate and exceptionally detail-focused. Proactive and confident using their initiative. Reliable, organised and able to manage their own workload.
- Professional and discreet.
- Compassionate and confident when dealing with sensitive situations.
- Comfortable identifying problems and suggesting practical improvements.
- Committed to maintaining high standards across all areas of their work.
Working Arrangements
- This is a permanent, part-time position for 10 hours per week (as the scope grows, the opportunity for more hours will be available).
- The majority of the work can be completed remotely. However, the successful candidate must be able to travel to Boston Lincs to work alongside the Office Manager and wider team.
How to Apply
Click on the link or email [email protected] and please submit your CV together with a short covering statement explaining:
- Your relevant PA or administrative experience.
- Your experience producing professional reports and documentation.
- Your confidence using Excel, case management systems and digital tools.
- Your availability to work 10 hours per week and travel to Boston Lincs once weekly.
Pay: £17.00-£18.00 per hour
Benefits:
- Casual dress
- Work from home
Work Location: Hybrid remote in Butterwick PE22 9PW
