We are a busy and growing private clinical psychology practice specialising in high-quality medico-legal reporting. The Practice Manager will take operational leadership of the practice, ensuring the smooth running of all administrative, organisational, financial and client-facing systems.
This is a senior operational role requiring initiative, professionalism, excellent organisational leadership and the ability to work independently. The Practice Manager will take ownership of the day-to-day running of the practice, proactively managing workflows, overseeing business operations, implementing systems and processes, coordinating the wider support team, and ensuring that all client and case-related activity progresses efficiently.
The Practice Manager will act as the central point of coordination for the business, enabling the Practice Director to focus primarily on clinical work, with confidence that operational matters are being managed effectively and proactively.
Key Responsibilities:
1. Practice Operations & Leadership:
- Take overall responsibility for the efficient day-to-day operation of the practice.
- Act as the central point of coordination for all administrative and operational activities.
- Ensure systems, workflows and processes operate smoothly with minimal supervision.
- Identify operational inefficiencies and implement improvements.
- Develop and maintain scalable systems to support business growth.
- Produce regular updates regarding workload, deadlines, outstanding actions and operational performance.
- Ensure nothing falls through the cracks by maintaining oversight of all active workstreams.
2. Management of the Wider Support Team:
- Provide day-to-day operational oversight of Associate Psychologists, Assistant Psychologists and temporary administrative staff.
- Coordinate delegated tasks and monitor progress against deadlines and practice standards.
- Support recruitment, onboarding and induction of new team members.
- Assist with training and development of administrative and assistant psychology staff.
- Monitor workloads and allocate tasks appropriately across the team.
- Act as the first point of contact for operational matters, escalating clinical issues to the Practice Director where appropriate.
- Promote high standards of professionalism, responsiveness and client service throughout the practice.
3. Medico-Legal Case & Report Workflow Management:
- Manage the end-to-end lifecycle of medico-legal instructions.
- Coordinate case progression from initial instruction through to report completion and invoicing.
- Liaise with solicitors, courts, case managers, clients and other professionals.
- Obtain, organise and manage medical records and supporting documentation.
- Maintain accurate case logs and workflow tracking systems.
- Monitor report deadlines and ensure all reports are delivered within agreed timescales.
- Proactively identify and resolve barriers that may delay case progression.
4. Diary, Scheduling & Capacity Management:
- Manage a complex diary of assessments, conferences, meetings and report deadlines.
- Schedule appointments strategically to maximise efficiency and protect report-writing time.
- Anticipate scheduling pressures and manage capacity proactively.
- Coordinate travel and in-person commitments where required.
- Ensure effective forward planning of workload and availability.
5. Client, Referrer & Professional Communication:
- Provide a professional, responsive and highly organised first point of contact for the practice.
- Manage incoming enquiries and correspondence efficiently and sensitively.
- Oversee and manage the practice inbox, ensuring timely responses and follow-up actions.
- Maintain excellent relationships with solicitors, case managers and repeat referrers.
- Draft professional correspondence, quotations and engagement documentation as required.
- Support business development by maintaining strong client relationships and identifying opportunities for new instructions.
6. Financial Administration & Credit Control:
- Oversee invoicing processes and ensure invoices are raised promptly.
- Monitor outstanding payments and proactively manage credit control.
- Liaise with accountants and bookkeepers as required.
- Maintain accurate financial records and reporting systems.
- Support budgeting, forecasting and business planning activities.
- Provide regular updates regarding outstanding fees and financial performance.
7. Systems, Compliance & Governance:
- Maintain secure record-keeping systems in accordance with GDPR and confidentiality requirements.
- Develop, implement and maintain business systems, templates, trackers and standard operating procedures.
- Ensure practice policies and administrative procedures remain current and effective.
- Support quality assurance processes relating to medico-legal work.
- Monitor compliance with internal processes and external regulatory requirements.
- Drive continuous improvement across administrative and operational systems.
8. Strategic Practice Development:
- Support the ongoing growth and development of the practice.
- Develop scalable operational processes to accommodate increasing workload.
- Identify opportunities to improve efficiency, profitability and service delivery.
- Contribute to strategic planning and implementation of business objectives.
- Act as a trusted operational partner to the Practice Director.
- Help ensure the practice remains organised, responsive and positioned for sustainable growth.
Pay: £30,000.00-£35,000.00 per year
Benefits:
- Company pension
- Flexitime
- Health & wellbeing programme
- Private medical insurance
- Sick pay
- Work from home
Work Location: Remote
