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.
SENIOR ADMINISTRATOR
1 x FULL TIME - 37.5 HOURS PER
WEEK - JOB SHARE WILL BE CONSIDERED
We are looking for an experienced
administrator to join our existing admin team in a Senior position.
You will support the
Lead Administrators in the delivery of an efficient administrative support
service to Impact on Teesside. This will include assisting with the day to day
running of the administration team by producing rotas to ensure the workload is
efficiently covered, assisting with training and support of the admin team, and
liaising with Leads to highlight and problem any potential issues with
processes and procedures. You will also line manage a small team with support from
the Lead Administrators.
Main duties of the job
Alongside your senior responsibilities,
you will deal directly with people contacting the service and provide admin
support to the team of therapists. You will also assist in providing an efficient appointments administration service by assigning
appointments for new patients to the service. You will be the point of contact
for referral and first appointment telephone enquiries and any other duties
relating to the referral or appointment booking process.
You should have an NVQ
Level 2 in Administration/Business subject, and a good understanding and experience
of working with database systems. Computer
literacy is essential as you will be expected to input information onto a
clinical database.
This position will be
based at our Redcar office within Redcar Civic Centre. Hours of work will be 3
days 8am-4pm and 2 days 12pm-8pm, with flexibility required to cover periods of
holiday and sickness.
Salaries will be based
on £21,500 per annum.
Closing
date for applications: Sunday 11th
December 2022
Interviews will be held: Friday 16th
December 2022
You must have full right to work in the UK as we are currently unable to offer working visa opportunities.
About us
Alliance offers first rate training and development opportunities,
38 days annual leave pro rata, rising 1 day every 5 years of service (as well
as the option to purchase additional annual leave) EAP health scheme including
costs towards eye tests/glasses, dental treatment, physio treatment and
shopping discounts alongside a 3% contributory pension scheme. We also offer
lots of health and wellbeing initiatives for our staff and promote flexible
working for a positive work life balance.
Alliance Psychological Services has organisational responsibility
for safeguarding all children and vulnerable adults within our service, part of
this is to follow safer recruitment of staff for all appointments. It is also a
requirement that all staff understand it is each persons individual
responsibility and are committed to promoting and safeguarding the welfare of
children.
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.
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 a Living Wage employer.
Job description
Job responsibilities
The post
holder will support the Admin Lead in the delivery of an efficient administrative
support service to IMPACT on Teesside.
Alongside
their senior responsibilities, the post holder will offer administrative
support to Impact on Teesside and provide a first point of contact to people accessing
the service. They will also assist in providing an appointment administration
service ensuring that all new patients are offered an appointment within
specified deadlines to meet targets set by the contract Commissioners. They
will ensure a timely turnover of workload for the team and maintain an accurate
and up to date clinical database for the service.
This position requires
flexible hours between 8am until 8pm on weekdays.
Main
Duties and Responsibilities:
Senior Responsibilities
- To support the Admin Leads with the day to day running
of the administration service
- To lead on specific elements of the referral pathway
ensuring referrals are processed in line with policies and procedures
- To take minutes of meetings when required
- Assist with training and induction of new members
of staff
- To liaise with purchasing teams to ensure
offices are fully stocked with stationery and other necessary items
- Be a point of contact for team queries when the
Admin Leads are unavailable
- Take on specific projects/ad hoc tasks as
agreed with Admin Leads
- Line management of administrators within the
team
Administrative
- 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 offer new patients a first appointment within
the target dates; send an appointment letter and appropriate literature to
the patient.
- To ensure all information regarding appointments
is entered onto the clinical database accurately.
- 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.
- Any other duties that may be required to
facilitate the smooth and efficient running of the administrative function
of the service.
Service Support
- To assist in the provision of information to
patients of GP practices referred to or contacting the service including
responding sensitively and promptly to those accessing the service by
phone.
- To assist in the processing of all referrals
to the service to ensure that agreed target times are met.
- Liaise with therapists within the team making
sure their availability for new patient appointments has been provided on
a weekly basis.
- To enter clinical and other data onto the Clinical
Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to
cover the main reception desk for premises where this is applicable. Provide
a courteous and efficient reception service for people visiting the
building and respond to incoming telephone calls.
- 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 support the Admin Lead in the delivery of an efficient administrative
support service to IMPACT on Teesside.
Alongside
their senior responsibilities, the post holder will offer administrative
support to Impact on Teesside and provide a first point of contact to people accessing
the service. They will also assist in providing an appointment administration
service ensuring that all new patients are offered an appointment within
specified deadlines to meet targets set by the contract Commissioners. They
will ensure a timely turnover of workload for the team and maintain an accurate
and up to date clinical database for the service.
This position requires
flexible hours between 8am until 8pm on weekdays.
Main
Duties and Responsibilities:
Senior Responsibilities
- To support the Admin Leads with the day to day running
of the administration service
- To lead on specific elements of the referral pathway
ensuring referrals are processed in line with policies and procedures
- To take minutes of meetings when required
- Assist with training and induction of new members
of staff
- To liaise with purchasing teams to ensure
offices are fully stocked with stationery and other necessary items
- Be a point of contact for team queries when the
Admin Leads are unavailable
- Take on specific projects/ad hoc tasks as
agreed with Admin Leads
- Line management of administrators within the
team
Administrative
- 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 offer new patients a first appointment within
the target dates; send an appointment letter and appropriate literature to
the patient.
- To ensure all information regarding appointments
is entered onto the clinical database accurately.
- 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.
- Any other duties that may be required to
facilitate the smooth and efficient running of the administrative function
of the service.
Service Support
- To assist in the provision of information to
patients of GP practices referred to or contacting the service including
responding sensitively and promptly to those accessing the service by
phone.
- To assist in the processing of all referrals
to the service to ensure that agreed target times are met.
- Liaise with therapists within the team making
sure their availability for new patient appointments has been provided on
a weekly basis.
- To enter clinical and other data onto the Clinical
Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to
cover the main reception desk for premises where this is applicable. Provide
a courteous and efficient reception service for people visiting the
building and respond to incoming telephone calls.
- 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
Other Skills and Qualities
Essential
- Act in ways that support equality and promotes diversity.
Experience
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.
Desirable
- Ability to use own initiative
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject or significant relevant experience
- Sound experience and understanding of database systems
- Excellent telephone and verbal communication skills
- Accuracy and attention to detail
- Understanding of confidentiality
- Experience of working within a busy environment within agreed timescales.
- Experience of providing training and induction
Desirable
- ECDL or equivalent
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
- Experience in telephone support or similar
- Line management experience
Person Specification
Other Skills and Qualities
Essential
- Act in ways that support equality and promotes diversity.
Experience
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.
Desirable
- Ability to use own initiative
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject or significant relevant experience
- Sound experience and understanding of database systems
- Excellent telephone and verbal communication skills
- Accuracy and attention to detail
- Understanding of confidentiality
- Experience of working within a busy environment within agreed timescales.
- Experience of providing training and induction
Desirable
- ECDL or equivalent
- Previous experience in NHS/healthcare.
- Experience of working in the mental health sector.
- Understanding of mental health services.
- Experience in telephone support or similar
- Line management experience
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.