Job summary
We
are looking for a confident, experienced professional with a proven history of exceptional
organisational and time management skills to support our team of clinicians.
Whilst you will be Personal Assistant to
the Consultant Clinical Psychologist, you will also be supporting the wider
clinical team as well as our large team of associates by helping to create and
maintain all administrative functions necessary to ensure the smooth
functioning of the business.
The role is full time - 37.5 hours a week Monday
Friday. It is in-person, flexible working over
two office bases (Warwickshire & Sutton Coldfield, Birmingham) where you will be occasionally required to be based at our office in Mere Green, Sutton Coldfield.
You will initially be covering maternity leave but the post is permanent. This sounds a bit complicated so if you want to find out more please contact Ruth Billingham on the email provided.
Main duties of the job
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 have the ability to prioritise a number of tasks with differing deadlines and levels of importance across our many and varied contracts.
You will be a great team player with initiative and a willingness to turn your hand to anything to help and support your colleagues.
This is a key position in a small and busy team and we are looking for someone dynamic, enthusiastic and up for the challenge of this fast paced, forward moving role.
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 and recognise 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.
Job description
Job responsibilities
MAIN RESPONSIBILITIES
Administrative Support: Manage multiple
and conflicting diaries and schedules, appointments, and emails. This includes
organising and attending meetings, compiling paperwork and agendas, minute
taking; arranging client appointments including triaging of referrals, coordinating
diaries and room bookings. Maintain, develop
and enhance processes and data systems. Preparing and formatting documents and
reports to a high standard.
Communication: Act as a first point of
contact and liaison between the team and multiple other parties, including
clients, colleagues, commissioners and service providers which involves
answering calls, responding to emails, and drafting correspondence. Collaborating with clinicians to ensure efficient
project delivery and timely follow ups with clients.
Organisation: Maintain filing systems,
both digital and physical, to ensure efficient retrieval of information. Keep
track of important documents, contracts, and deadlines.
Financial Management: Handle ad
hoc expenses and work in conjunction with the Finance team on various projects. Collaborate with the Finance team to create
and develop company proposals for potential commissioners.
Errands and Tasks: Take care
of miscellaneous tasks, such as scheduling appointments, and / or coordinating
repairs and maintenance for property or equipment.
Confidentiality: Maintain strict
confidentiality regarding sensitive information, such as personal matters,
financial details, or business strategies.
You will be able to maintain confidentiality and handle sensitive
information with discretion.
Problem-Solving: Anticipate potential
issues and proactively address them. Handle unexpected situations with
composure and resourcefulness.
Tech Savvy: Proficiency with various software
and technology tools, including Microsoft office, calendar applications, and
communication platforms especially Outlook/Word/Excel and PowerPoint.
Adaptability: Be flexible and adaptable
to changing priorities and needs. Be willing to take on new tasks and
responsibilities as they arise.
Professionalism: Represent Phoenix
Psychologys ethics and values in a professional manner at all times, both
in-person, on the phone and in written communication.
Job description
Job responsibilities
MAIN RESPONSIBILITIES
Administrative Support: Manage multiple
and conflicting diaries and schedules, appointments, and emails. This includes
organising and attending meetings, compiling paperwork and agendas, minute
taking; arranging client appointments including triaging of referrals, coordinating
diaries and room bookings. Maintain, develop
and enhance processes and data systems. Preparing and formatting documents and
reports to a high standard.
Communication: Act as a first point of
contact and liaison between the team and multiple other parties, including
clients, colleagues, commissioners and service providers which involves
answering calls, responding to emails, and drafting correspondence. Collaborating with clinicians to ensure efficient
project delivery and timely follow ups with clients.
Organisation: Maintain filing systems,
both digital and physical, to ensure efficient retrieval of information. Keep
track of important documents, contracts, and deadlines.
Financial Management: Handle ad
hoc expenses and work in conjunction with the Finance team on various projects. Collaborate with the Finance team to create
and develop company proposals for potential commissioners.
Errands and Tasks: Take care
of miscellaneous tasks, such as scheduling appointments, and / or coordinating
repairs and maintenance for property or equipment.
Confidentiality: Maintain strict
confidentiality regarding sensitive information, such as personal matters,
financial details, or business strategies.
You will be able to maintain confidentiality and handle sensitive
information with discretion.
Problem-Solving: Anticipate potential
issues and proactively address them. Handle unexpected situations with
composure and resourcefulness.
Tech Savvy: Proficiency with various software
and technology tools, including Microsoft office, calendar applications, and
communication platforms especially Outlook/Word/Excel and PowerPoint.
Adaptability: Be flexible and adaptable
to changing priorities and needs. Be willing to take on new tasks and
responsibilities as they arise.
Professionalism: Represent Phoenix
Psychologys ethics and values in a professional manner at all times, both
in-person, on the phone and in written communication.
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);
- Excellent level of English both oral and written;
- Good level of Maths;
- At least 2 years of PA and / or Executive assistant experience;
- IT literate and competent with Microsoft programs including: Word, Excel, PowerPoint, Outlook & Teams;
- Excellent Communication Skills;
- Entitled to live and work in the UK;
- Full clean 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;
- Previous experience of clinical secretarial / PA work.
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);
- Excellent level of English both oral and written;
- Good level of Maths;
- At least 2 years of PA and / or Executive assistant experience;
- IT literate and competent with Microsoft programs including: Word, Excel, PowerPoint, Outlook & Teams;
- Excellent Communication Skills;
- Entitled to live and work in the UK;
- Full clean 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;
- Previous experience of clinical secretarial / PA work.
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.
