Online Administrator

at  fairtutors

ABOUT US:

Faircare Counselling, part of The FairGroup alongside its sister company FairTutors, provides comprehensive mental health support services globally. We are committed to offering accessible, professional therapy sessions to individuals and corporate clients, fostering well-being and long-term mental health solutions. Our mission is to ensure quality care and support for all our clients.

REQUIREMENTS:

• Proven experience in an administrative role, ideally within a service-based or health-focused company.
• Strong organisational skills with attention to detail, particularly in managing payments, schedules, and client records.
• Experience with email marketing, especially using platforms like Mailchimp, is essential. Knowledge of other marketing tools is a plus.
• Excellent written and verbal communication skills, with the ability to create professional and engaging content.
• Ability to work independently, manage multiple tasks efficiently, and adapt to changing priorities.
• Familiarity with social media platforms and basic graphic design skills (e.g., Canva) would be advantageous.

ROLE OVERVIEW:

We are looking for a dedicated and highly organised Online Administrator to oversee various administrative tasks, streamline daily operations, and support our team of therapists. This role is essential for maintaining efficient business practices, tracking payments, and managing marketing campaigns to promote our services. The ideal candidate will have experience in administration, be skilled in managing client communications, and possess a strong background in email marketing.

KEY RESPONSIBILITIES:

• Payment Tracking & Financial Coordination:
• Develop and maintain efficient systems (e.g., Excel spreadsheets) to track client payments, ensuring all sessions are correctly invoiced and payments are received on time.
• Monitor payment statuses and send reminders or follow-ups to clients regarding outstanding balances, ensuring all financial records are accurate and up to date.
• Collaborate with the finance team to ensure seamless integration of payment systems and identify any discrepancies.
• Marketing Campaigns & Client Engagement:
• Assist in the creation, scheduling, and management of email marketing campaigns to promote our services, special offers, and events. Experience with platforms such as Mailchimp is required.
• Analyse the performance of marketing campaigns and suggest improvements to enhance client engagement and reach.
• Draft engaging content for newsletters, client updates, and promotional materials, maintaining consistency in our brand voice.
• Client Communication & Therapist Support:
• Serve as the first point of contact for therapists, handling inquiries, scheduling issues, and urgent matters in a timely manner. Offer prompt support to ensure therapists can focus on delivering quality care.
• Manage client queries via email, phone, or online platforms, addressing concerns and providing information about our services.
• Coordinate between clients and therapists to ensure smooth scheduling of sessions, cancellations, and rescheduling, maintaining high standards of customer service.
• Documentation, Reporting & Data Management:
• Prepare detailed reports on client sessions, payment status, and marketing performance for internal reviews, highlighting key insights for management.
• Write and circulate urgent updates, notices, and other essential communication as required.
• Maintain up-to-date records, including client databases, therapist schedules, and marketing materials, ensuring information is easily accessible and accurately organised.
• General Administrative Duties & Process Improvement:
• Handle all other necessary administrative tasks, including file management, data entry, and office coordination.
• Identify and implement process improvements to streamline administrative functions, enhance workflow efficiency, and support business growth.
• Support onboarding processes for new therapists, ensuring they are familiar with administrative systems, scheduling tools, and company protocols.

ADDITIONAL RESPONSIBILITIES:

• Social Media Management:
• Collaborate with the marketing team to support the management of social media platforms, helping to schedule posts, monitor engagement, and respond to client interactions.
• Event Coordination:
• Assist in organising online workshops, webinars, or corporate wellness events, including liaising with speakers, sending invitations, and managing participant registrations.