Cerebral Palsy Cymru

JOB DESCRIPTION

Title of post:

 Senior Therapy Administrator

Hours:

Part time (20 hours per week)

Contract:

Permanent (probationary period of six months)

Salary:

Up to £30,000 FTE

Location:

Based at our children’s centre in Llanishen, Cardiff,
however, we operate a flexible, hybrid model which
includes home working

Line Manager:  Therapy Manager

Summary:

This is a key administrative role that provides essential
support to Cerebral Palsy Cymru’s therapy services. The
Senior Therapy Administrator acts as a personal assistant
to the Therapy Manager, manages all aspects of private
(self-funded) therapy appointments, and ensures
professional reception cover when needed. In addition, the
post-holder supports the successful delivery of in-person
training courses at the children’s centre. This role requires
excellent organisational, communication and interpersonal
skills and the ability to multitask in a busy and rewarding
environment.

Job Outline:

The Senior Therapy Administrator plays a vital role in enabling the smooth
delivery of therapy services at Cerebral Palsy Cymru. Acting as the right-hand
support to the Therapy Manager, the post-holder manages the coordination of
private appointments, supports therapy planning administration, and ensures
cover on reception as needed. They are also a key contact for training course
logistics, working closely with the HR & Training Manager. The post requires
professionalism, initiative, attention to detail and a commitment to providing
excellent service to families, colleagues, and visitors.

Main duties and responsibilities

Executive Support to Therapy Manager

  Provide personal assistant support to the Therapy Manager, managing

diary appointments and correspondence.

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  Prepare agendas, meeting papers, and notes for therapy-related

meetings.

  Draft and format reports and documents to support therapy planning and

delivery.

  Maintain confidentiality and professionalism in all communications.

Private Therapy Appointment Administration

  Coordinate and manage all self-funded therapy appointment bookings.
  Liaise with therapists to ensure efficient appointment scheduling and room

usage.

  Communicate with families and individuals to confirm appointment

arrangements and answer queries.

  Send out appointment letters and maintain accurate digital and paper

records.

  Liaise with the finance team regarding invoicing and payment tracking for

private sessions.

Reception and Front-of-House Duties

  Provide reception cover when volunteer reception team members are

unavailable.

  Greet and register families, visitors, and staff warmly and professionally.
  Answer incoming calls and handle queries or direct them appropriately.
  Ensure reception and waiting areas are welcoming and well-maintained.

Support for In-Person Training Courses

  Support the HR & Training Manager in preparing for in-person training

courses (approx. 3 per year).

  Work with the volunteer reception team to ensure rooms are set up,

signage displayed, and resources in place.

  Organise refreshments and ensure a welcoming environment for course

delegates.

  Greet and register delegates and provide day-of support for course tutors

and attendees.

Additional responsibilities

  Participate in team meetings and engage with the wider staff team when

appropriate.

  Actively work with others (internal and external) to facilitate

organisational and departmental improvements and changes, in line with
charity-wide strategies.

  Maintain confidentiality at all times and adhere to Cerebral Palsy Cymru’s

confidentiality policy.

  Follow and remain up to date with Charity policies and procedures.
  Communicate effectively with colleagues, trustees, volunteers, partner

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organisations, stakeholders of all kinds, and service users.
  Carry out any other reasonable tasks as may be required.
  At all times be a positive ambassador for the Charity.

Person Specification:

Qualifications

  A minimum of 2 or more A Levels or equivalent at Grade C or above.

Experience

  Experience providing administrative support in a busy office environment.
  Experience of diary management and/or personal assistant tasks.
  Experience working in a reception or front-of-house role.
  Experience coordinating appointments or schedules.
  Experience working in a healthcare, education, or charity setting

(desirable).

Skills, abilities and knowledge

  Excellent organisational and time-management skills.
  Strong communication and interpersonal skills, with a friendly and

professional manner.

  Confident in the use of Microsoft Office (Word, Outlook, Excel) and

databases.

  Attention to detail and a methodical approach to work.
  Ability to manage multiple tasks and prioritise effectively.
  Ability to work independently and use initiative.
  Understanding of confidentiality, safeguarding, and GDPR compliance.
  Knowledge of appointment booking systems or CRMs (desirable).

Qualities

  Self-motivated; able to work with the minimum of supervision.
  A can-do attitude; positive team player.
  Calm, compassionate, and adaptable when dealing with families and children.
  Empathy with and commitment to Cerebral Palsy Cymru’s values, purpose,

and environment.

Benefits:

  Flexible part-time working
  A collaborative, supportive work culture
  Pension

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  Company sick pay
  Wellbeing & mental health support for staff and families
  The satisfaction of knowing your work supports children and families

across Wales

How to Apply:

Download and complete an application form from our website:
https://www.cerebralpalsycymru.org/about-us/join-our-team-current-
vacancies-and-opportunities

Send your completed application form to: HR@cerebralpalsycymru.org

If you have any questions about the role or want to speak to a member of
the team about the post, please speak to Joanna Di Somma (HR &
Training Manager) on 02920 522600 or email
HR@cerebralpalsycymru.org.

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