Administrative Assistant

Centre For Psychology

This job is now closed

Job summary

The person will join an enthusiastic and committed team of professional colleagues focused on delivering exceptional service to people experiencing psychological distress. The role will benefit from high level of personal support and development commensurate with the degree of engagement evidenced by the postholder.

Main duties of the job

The post holder will assist in delivering an effective and efficient administration service to provide quality client care. This will include general clerical and administrative duties that facilitate the administrative elements of the entire client pathway covering:

Accepting and registering referrals from existing pathways;

Allocating clients and supporting the appointments process;

Management of client notes and allocation to therapists;

Input data into the client records management system;

Refer on/discharge, following clinical direction, to other service providers.

The post holder will have skills in all areas of administrative functions to enable them to support the client pathway following agreed operating procedures to ensure that functions of the role are carried out correctly within given timescales.

About us

Centre for Psychology has a track record of positivity within the service. A learning culture permeates the whole organisation and continuing professional development extends to every role. The service ethos is supportive of autonomy and creativity in delivering psychological therapies. As an NHS training organisation there are opportunities to continue professional career development.

Date posted

16 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Fixed term

Duration

1 years

Working pattern

Full-time, Flexible working

Reference number

E0074-25-0001

Job locations

26A Chertsey Street

Guildford

Surrey

GU1 4HD

Camberley House

1 Portesbery Road

Camberley

Surrey

GU15 3SZ

Job description

Job responsibilities

Communication

Receive and assist clients and healthcare professionals either in face to face or telephone contact in a friendly manner, addressing and directing their enquiries appropriately within

the NHS Talking Therapy service. This duty may require providing cover on a rota basis.

Monitor and manage incoming emails and correspondence

Administer the appointments process including registering clients, making bookings,

cancelling, rearranging and processing DNAd appointments and forwarding on electronic

referrals where required, meeting agreed timescales

Assist in the daily management of waiting list activity and respond to urgent tasks

Undertake general admin duties including, but not limited to, distributing emails, room bookings, scanning, photocopying, printing as required

Assist in the production of client information packs

Provide routine non-clinical advice, information, guidance or ancillary services directly to clients, relatives or carers

Assist with any changes to service provision or administrative systems as requested

Data Systems

Maintain and update filing systems for correspondence, activity and information.

To monitor and report on website maintenance.

Review

These duties and responsibilities will be regularly reviewed with the post holder and changes may be agreed over time.

Job description

Job responsibilities

Communication

Receive and assist clients and healthcare professionals either in face to face or telephone contact in a friendly manner, addressing and directing their enquiries appropriately within

the NHS Talking Therapy service. This duty may require providing cover on a rota basis.

Monitor and manage incoming emails and correspondence

Administer the appointments process including registering clients, making bookings,

cancelling, rearranging and processing DNAd appointments and forwarding on electronic

referrals where required, meeting agreed timescales

Assist in the daily management of waiting list activity and respond to urgent tasks

Undertake general admin duties including, but not limited to, distributing emails, room bookings, scanning, photocopying, printing as required

Assist in the production of client information packs

Provide routine non-clinical advice, information, guidance or ancillary services directly to clients, relatives or carers

Assist with any changes to service provision or administrative systems as requested

Data Systems

Maintain and update filing systems for correspondence, activity and information.

To monitor and report on website maintenance.

Review

These duties and responsibilities will be regularly reviewed with the post holder and changes may be agreed over time.

Person Specification

Qualifications

Essential

Good general education to GCSE or equivalent with evidence of good numeracy and literacy

Desirable

European Computer Driving License
NVQ Level 3 in Business Administration

Knowledge and Skills

Essential

Knowledge / Skills / Experience
Knowledge of Microsoft Office programs - Outlook, Word, Excel,Publisher
Excellent communication skills, both
written and verbal
Accurate IT and keyboard skills
including Excel spreadsheets
Well-developed time management
skills
High standard of organisational ability
Able to prioritise a pressured workload
A good eye for detail
Ability to maintain discretion and
confidentiality
Adaptable and flexible to meet
fluctuating needs
Able to communicate well at all levels
Ability to be flexible to meet service
needs
Ability to work independently and
unsupervised

Desirable

Strong team player evidence
Knowledge and Experience of using Open Source programmes

Other

Essential

Documented work history
Evidence that personal behaviour is consistent with Centre for Psychology values

Experience

Essential

Evidence of previous administration or secretarial experience in a busy working office environment
Experience of providing a customer care service
Experience on Microsoft Office Outlook, Word, Excel, Publisher
Experience in taking notes/minutes

Person Specification

Qualifications

Essential

Good general education to GCSE or equivalent with evidence of good numeracy and literacy

Desirable

European Computer Driving License
NVQ Level 3 in Business Administration

Knowledge and Skills

Essential

Knowledge / Skills / Experience
Knowledge of Microsoft Office programs - Outlook, Word, Excel,Publisher
Excellent communication skills, both
written and verbal
Accurate IT and keyboard skills
including Excel spreadsheets
Well-developed time management
skills
High standard of organisational ability
Able to prioritise a pressured workload
A good eye for detail
Ability to maintain discretion and
confidentiality
Adaptable and flexible to meet
fluctuating needs
Able to communicate well at all levels
Ability to be flexible to meet service
needs
Ability to work independently and
unsupervised

Desirable

Strong team player evidence
Knowledge and Experience of using Open Source programmes

Other

Essential

Documented work history
Evidence that personal behaviour is consistent with Centre for Psychology values

Experience

Essential

Evidence of previous administration or secretarial experience in a busy working office environment
Experience of providing a customer care service
Experience on Microsoft Office Outlook, Word, Excel, Publisher
Experience in taking notes/minutes

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Centre For Psychology

Address

26A Chertsey Street

Guildford

Surrey

GU1 4HD

Employer's website

http://www.centreforpsychology.co.uk/ (Opens in a new tab)

Employer details

Employer name

Centre For Psychology

Address

26A Chertsey Street

Guildford

Surrey

GU1 4HD

Employer's website

http://www.centreforpsychology.co.uk/ (Opens in a new tab)

For questions about the job, contact:

John Newland

02030023571

Date posted

16 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Fixed term

Duration

1 years

Working pattern

Full-time, Flexible working

Reference number

E0074-25-0001

Job locations

26A Chertsey Street

Guildford

Surrey

GU1 4HD

Camberley House

1 Portesbery Road

Camberley

Surrey

GU15 3SZ

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