Job summary
You will be a crucial member of our small, friendly admin team in a busy
psychological practice underpinned with trauma informed principles. You will be providing a compassionate,
professional clinical service that is instrumental in the quality of care our
clients receive. You will be responsible for administrative
tasks which facilitate the smooth functioning of the practice including work
enquiries, case management and clinic reception duties as well as all
administrative tasks relating to the operation of the clinic and office
environment.
Main duties of the job
General Duties:
Responding to incoming telephone calls, emails
and postal communications as appropriate.
Process work enquiries using standardised
procedures to include the preparation of proposals.
Ensure client files, database and
documentation is kept up to date.
Establishing and maintaining systems to
monitor and support work undertaken by Clinicians and Associate Psychologists.
Undertake all duties necessary to ensure the
smooth running and health and safety of the working environment including:
o general maintenance (building, liaise with cleaner);
o management of external contracts (e.g. utilities,
photocopier);
o provision of consumables (e.g. drinks &
biscuits, stationary);
o delegated Health and Safety activities Fire
Marshall and First Aider;
o liaison with IT support and telephone contract
providers.
Maintain archive system and appropriate
disposal of confidential waste.
Typing and filing as required.
Manage psychometric / resource library
including stock levels and ordering.
Maintaining systems to manage room bookings,
by both internal and external clinicians.
Establishing and maintaining a sustainability
and recycling program
This, along with duties to support the Director and the Clinical Team to carry out their work.
About us
Phoenix Psychology is a well-established independent
practice with two bases in the Midlands. We provide therapeutic services,
assessments, consultancy, supervision, and training, specialising in working
with complex trauma presentations across the lifespan whether that be looked
after and adopted children (LAAC) and families with complex difficulties who
are supported by their local authorities, young people at risk of exploitation and/or
offending, or adults who have experienced complex trauma through their
employment, early life, military experiences or as a result of more recent
significant events.
We value relationships, a guiding
principle which underpins every aspect of our practice. We believe that
relationships facilitate psychological well-being when they are built on connection, compassion, integrity, honesty, respect, and trust and have the aim of encouraging and supporting
mutual development and growth. Whether it is within our 1-1 relationships, our peer connections or our dealings with organisations we
invest energy in the embodiment of these values with a view of enhancing the
capacity for all to thrive.
We can offer you our commitment to
promoting equality & valuing diversity andrecognise the importance of a
work life balance, respecting the need for flexible and balanced working
practices. All employees
are entitled to our Employee Assistance Programme, Income Protection Plan,
pension scheme and competitive salary alongside a generous CPD offer.
Job description
Job responsibilities
General Duties:
Responding to incoming telephone calls, emails
and postal communications as appropriate.
Process work enquiries using standardised
procedures to include the preparation of proposals.
Ensure client files, database and
documentation is kept up to date.
Establishing and maintaining systems to
monitor and support work undertaken by Clinicians and Associate Psychologists.
Undertake all duties necessary to ensure the
smooth running and health and safety of the working environment including:
o general maintenance (building, liaise with cleaner);
o management of external contracts (e.g. utilities,
photocopier);
o provision of consumables (e.g. drinks &
biscuits, stationary);
o delegated Health and Safety activities Fire
Marshall and First Aider;
o liaison with IT support and telephone contract
providers.
Maintain archive system and appropriate
disposal of confidential waste.
Typing and filing as required.
Manage psychometric / resource library
including stock levels and ordering.
Maintaining systems to manage room bookings,
by both internal and external clinicians.
Establishing and maintaining a sustainability
and recycling program
Duties to support
the work of the Director include:
Making appointments as requested.
Supporting specific case management such as
seeking and chasing necessary information / documents from the commissioner.
Overview of workload priorities with prompts.
Provision of maps, psychometric assessments,
and other materials required for appointments as requested.
Liaise with Assistant Psychologists in regard
to arranging and managing administration around assessments.
Updating Directors diary to reflect arranged
appointments including cancelling, changing and reorganising dates and times.
Job description
Job responsibilities
General Duties:
Responding to incoming telephone calls, emails
and postal communications as appropriate.
Process work enquiries using standardised
procedures to include the preparation of proposals.
Ensure client files, database and
documentation is kept up to date.
Establishing and maintaining systems to
monitor and support work undertaken by Clinicians and Associate Psychologists.
Undertake all duties necessary to ensure the
smooth running and health and safety of the working environment including:
o general maintenance (building, liaise with cleaner);
o management of external contracts (e.g. utilities,
photocopier);
o provision of consumables (e.g. drinks &
biscuits, stationary);
o delegated Health and Safety activities Fire
Marshall and First Aider;
o liaison with IT support and telephone contract
providers.
Maintain archive system and appropriate
disposal of confidential waste.
Typing and filing as required.
Manage psychometric / resource library
including stock levels and ordering.
Maintaining systems to manage room bookings,
by both internal and external clinicians.
Establishing and maintaining a sustainability
and recycling program
Duties to support
the work of the Director include:
Making appointments as requested.
Supporting specific case management such as
seeking and chasing necessary information / documents from the commissioner.
Overview of workload priorities with prompts.
Provision of maps, psychometric assessments,
and other materials required for appointments as requested.
Liaise with Assistant Psychologists in regard
to arranging and managing administration around assessments.
Updating Directors diary to reflect arranged
appointments including cancelling, changing and reorganising dates and times.
Person Specification
Skills
Essential
- Skills
- High standards of accuracy and attention to detail
- Excellent written and verbal communication skills
- Extensive IT skills. Competent in Microsoft Office (Outlook, Word, Excel and Teams)
- Strong organisational skills with a systematic approach to problem solving.
- Excellent time management skills with the ability to prioritise, plan and organise day to day activities ensuring that deadlines and objectives are achieved.
- Organisational and time management skills with the ability to multi task within a demanding office environment
- Good interpersonal skills, confident and professional telephone manner
- Effective problem solving techniques with a can-do attitude.
- Excellent customer service skills
Qualifications
Essential
- -Good standard of education evidenced by GCSEs or equivalent (GCSE grade C or equivalent in Maths and English)
- -Entitled to live and work in the UK
- -Full UK Driving Licence with access to a car
Desirable
- -Level 3 in Customer Service / Business Administration or NVQ level 2/3 in Administration or other secretarial qualification
Experience
Essential
- -Experience of working in a busy office with a strong customer service ethos
- -Ability to work effectively within and between teams to achieve common objectives
- -Experience of using systems for data entry and reporting
Desirable
- -Experience of providing co-ordination and administrative support in a relevant professional environment such as psychological, medical or legal
- -Experience of working in a relevant professional environment such as psychological, medical or legal
Personal Attributes
Essential
- Personal Attributes
- A team player with a positive outlook and strong work ethic
- The ability to use own initiative and know when to seek advice.
- Acts with professional integrity at all times.
- Committed to high standards of quality and seeks to improve systems and processes.
- Ability to work under pressure to tight deadlines.
- Ability to develop and maintain strong, effective and professional working relationships.
- Ability to manage the personal impact caused by dealing with potentially distressed clients and disturbing clinical material
- Willingness to travel where necessary.
- Flexibility in working hours when necessary.
- Flexible and receptive to change.
- Treat people fairly and respectfully
Person Specification
Skills
Essential
- Skills
- High standards of accuracy and attention to detail
- Excellent written and verbal communication skills
- Extensive IT skills. Competent in Microsoft Office (Outlook, Word, Excel and Teams)
- Strong organisational skills with a systematic approach to problem solving.
- Excellent time management skills with the ability to prioritise, plan and organise day to day activities ensuring that deadlines and objectives are achieved.
- Organisational and time management skills with the ability to multi task within a demanding office environment
- Good interpersonal skills, confident and professional telephone manner
- Effective problem solving techniques with a can-do attitude.
- Excellent customer service skills
Qualifications
Essential
- -Good standard of education evidenced by GCSEs or equivalent (GCSE grade C or equivalent in Maths and English)
- -Entitled to live and work in the UK
- -Full UK Driving Licence with access to a car
Desirable
- -Level 3 in Customer Service / Business Administration or NVQ level 2/3 in Administration or other secretarial qualification
Experience
Essential
- -Experience of working in a busy office with a strong customer service ethos
- -Ability to work effectively within and between teams to achieve common objectives
- -Experience of using systems for data entry and reporting
Desirable
- -Experience of providing co-ordination and administrative support in a relevant professional environment such as psychological, medical or legal
- -Experience of working in a relevant professional environment such as psychological, medical or legal
Personal Attributes
Essential
- Personal Attributes
- A team player with a positive outlook and strong work ethic
- The ability to use own initiative and know when to seek advice.
- Acts with professional integrity at all times.
- Committed to high standards of quality and seeks to improve systems and processes.
- Ability to work under pressure to tight deadlines.
- Ability to develop and maintain strong, effective and professional working relationships.
- Ability to manage the personal impact caused by dealing with potentially distressed clients and disturbing clinical material
- Willingness to travel where necessary.
- Flexibility in working hours when necessary.
- Flexible and receptive to change.
- Treat people fairly and respectfully
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.
