Job summary
Alliance Psychological
Services is an independent provider of counselling and psychological therapy
services based in the Tees Valley area and working across the North-East
region. We are working in partnership with Middlesbrough & Stockton Mind to
deliver the IMPACT on Teesside service.
We are looking for an experienced lead to coordinate the
administrative support to the IMPACT on Teesside Psychological Therapies Service
alongside our existing service Admin Lead.
Main duties of the job
As a leading member of this team, you will prioritise and coordinate workload between the administrative support team, assist in dealing directly with people contacting the service, and assist and oversee the processing of data onto our clinical database. You will also provide line management to the administration team and provide administrative support to the Impact Leadership Team.
Experience of prioritising and coordinating workloads for a team
and experience of providing line management is a necessity; experience in an
NHS setting would be useful.
You should hold an NVQ Level 2 in Administration/Business subject
or substantial experience and have a good understanding and experience of
working with database systems.
As part of your working week, you will be required to work one
late evening, finishing at 8pm.
Salaries will be based on £24,500 pro rata to hours worked.
You must have right to work in the UK, as we are currently unable to offer working visa opportunities.
Closing
date for applications: Thursday 28th April 2022
Interviews will be held
on: Week Commencing 2nd May 2022
About us
Alliance offers first
rate training and development opportunities, flexible working (where
appropriate), child-care voucher scheme, 38 days annual leave per annum/pro
rata, EAP health scheme and a 3% contributory pension scheme.
Alliance Psychological Services Limited is committed to promoting equal
opportunities in our employment practice and service delivery. We are
signatories to the Mindful Employers Charter. Alliance also has Investors in People
status and is committed to the National Living Wage.
Alliance
Psychological Services follows safer recruitment of staff for all appointments.
It is a requirement that all staff understand it is each person’s individual
responsibility and are committed to promoting and safeguarding the welfare of
clients. Please note that due to the nature of the duties of these roles, an
enhanced criminal records disclosure will be sought in the
event of a successful application.
Job description
Job responsibilities
The
Post Holder will coordinate the administrative support to the IMPACT on
Teesside Service and provide a first point of contact to people accessing the
service.
They will coordinate
the timely turnover of workload for the team and maintain an accurate and up to
date clinical database for the service.
Main
Duties and Responsibilities:
Administrative
- To coordinate the administrative support
within the IMPACT on Teesside Service, ensuring
workload is prioritised between the administrative support in the team.
- To provide efficient, accurate and timely
administrative support to all team members including ensuring appropriate
maintenance of electronic diaries, taking messages as appropriate, and
dealing with confidential information.
- To ensure a professional customer focused
service is maintained at all times with excellent communication.
- To ensure all service mail is appropriately
handled and accurate messages are taken and passed to the relevant team
member or designated duty worker as soon as possible.
- To ensure an effective filing system is
maintained.
- To ensure a process is in place for all
related paperwork therapists need access to.
- Any other duties that may be required to
facilitate the smooth and efficient running of the administrative function
of the service.
Service Support
- To lead and co-ordinate the administrative
tasks needed to support the duty team which is a single point of access
for the service
- To assist in the provision of information to
patients of GP practices referred to or contacting the service including
responding sensitively and promptly to accessing the service by phone.
- To assist and oversee the processing of all
referrals to the service to ensure that agreed target times are met.
- To assist and oversee the entering of clinical
and other data onto the Clinical Database in accordance with agreed
procedures and guidelines.
- To assist and oversee students whilst on work
experience within the department.
- To provide line management for the admin team.
- Ensuring the service manager and locality
managers receive adequate administration support as needed
Additional Duties
- Provide reception cover
as required
- Undertake any other
additional duties appropriate to the post as requested.
Confidentiality
- In the performance of
their duties, the post-holder may have access to confidential information
relating to clients and their care, staff and others. They may also have access to information
relating to Impact as a business organisation. All such information
from any source is to be regarded as strictly confidential
- Information relating to
clients, carers, staff, other healthcare workers or Impact business may
only be divulged to authorised persons in accordance with Impact policies
and procedures relating to confidentiality and the protection of personal
and sensitive data.
Job description
Job responsibilities
The
Post Holder will coordinate the administrative support to the IMPACT on
Teesside Service and provide a first point of contact to people accessing the
service.
They will coordinate
the timely turnover of workload for the team and maintain an accurate and up to
date clinical database for the service.
Main
Duties and Responsibilities:
Administrative
- To coordinate the administrative support
within the IMPACT on Teesside Service, ensuring
workload is prioritised between the administrative support in the team.
- To provide efficient, accurate and timely
administrative support to all team members including ensuring appropriate
maintenance of electronic diaries, taking messages as appropriate, and
dealing with confidential information.
- To ensure a professional customer focused
service is maintained at all times with excellent communication.
- To ensure all service mail is appropriately
handled and accurate messages are taken and passed to the relevant team
member or designated duty worker as soon as possible.
- To ensure an effective filing system is
maintained.
- To ensure a process is in place for all
related paperwork therapists need access to.
- Any other duties that may be required to
facilitate the smooth and efficient running of the administrative function
of the service.
Service Support
- To lead and co-ordinate the administrative
tasks needed to support the duty team which is a single point of access
for the service
- To assist in the provision of information to
patients of GP practices referred to or contacting the service including
responding sensitively and promptly to accessing the service by phone.
- To assist and oversee the processing of all
referrals to the service to ensure that agreed target times are met.
- To assist and oversee the entering of clinical
and other data onto the Clinical Database in accordance with agreed
procedures and guidelines.
- To assist and oversee students whilst on work
experience within the department.
- To provide line management for the admin team.
- Ensuring the service manager and locality
managers receive adequate administration support as needed
Additional Duties
- Provide reception cover
as required
- Undertake any other
additional duties appropriate to the post as requested.
Confidentiality
- In the performance of
their duties, the post-holder may have access to confidential information
relating to clients and their care, staff and others. They may also have access to information
relating to Impact as a business organisation. All such information
from any source is to be regarded as strictly confidential
- Information relating to
clients, carers, staff, other healthcare workers or Impact business may
only be divulged to authorised persons in accordance with Impact policies
and procedures relating to confidentiality and the protection of personal
and sensitive data.
Person Specification
Experience
Essential
- Sound experience and understanding of database systems
- Experience in telephone support or similar
- Excellent telephone and verbal communication skills
- Experience of prioritising and coordinating workload for a small team.
- Experience of providing line management
Desirable
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
Other Skills and Qualities
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Desirable
- Ability to use own initiative
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject or significant experience in administrative leadership.
Person Specification
Experience
Essential
- Sound experience and understanding of database systems
- Experience in telephone support or similar
- Excellent telephone and verbal communication skills
- Experience of prioritising and coordinating workload for a small team.
- Experience of providing line management
Desirable
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
Other Skills and Qualities
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Desirable
- Ability to use own initiative
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject or significant experience in administrative leadership.
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.
