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.
ADMINISTRATOR/RECEPTIONIST
20 HOURS PER WEEK
Hours of work:Monday, Tuesday, Wednesday 2.45pm-8pm and Thursday
3.45pm-8pm. Please only apply if you can work these required hours.
We are looking for an experienced
administrator/receptionist to join our existing admin team.
As a front-line member of
this team, 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.
Main duties of the job
The ability to work both
independently and with direction is a necessity; experience of the patient
management system IAPTUS would be advantageous however full training will be
provided.
You should have an NVQ
Level 2 in Administration/Business subject or substantial relevant experience
and have 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.
You will be
required to cover the main reception desk as part of your role providing a
courteous and efficient reception service for people visiting the building and
responding to incoming telephone calls.
This position is based
at our Stockton office 20/24 Yarm Road, Stockton-on-Tees, TS18 3NA.
Salaries will be based
on £19,305 per annum pro rata to hours worked.
Closing
date for applications: Thursday 1st December 2022
Interviews will be held
on: Tuesday
6th 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 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 persons 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 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:
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.
Reception
- Cover the main reception
desk providing a courteous and efficient reception service for people
visiting the building and respond to incoming telephone calls.
Additional Duties
- 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 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:
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.
Reception
- Cover the main reception
desk providing a courteous and efficient reception service for people
visiting the building and respond to incoming telephone calls.
Additional Duties
- 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
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject or substantial experience
Desirable
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
Experience
Essential
- 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.
Desirable
- Previous experience in NHS/healthcare.
- Understanding of mental health services.
Person Specification
Qualifications
Essential
- NVQ Level 2 or equivalent in Administrative/Business subject or substantial experience
Desirable
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
Experience
Essential
- 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.
Desirable
- Previous experience in NHS/healthcare.
- Understanding of mental health services.
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.
