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Meeting Minds Clinical Administrator

8 months ago

Bristol, United Kingdom Bristol Mind Full time

**Reports to**:Head of Counselling

**Direct Reports**:None

**Location**:Bristol Mind offices

**Hours**: 26 hours per week over 5 days.

**Salary**:£24,000 p.a. FTE pro rata (actual salary £16,865) plus 6% pension

**Contract Type**:Permanent

**Background and Purpose**

Bristol Mind is a local and independent charity working at the heart of our community to offer equity-based, inclusive, and accessible mental health and wellbeing support. We work with over 2,000 service-users and 75 volunteers each year, delivering a range of services including:

- InfoLine telephone information and advice service
- MindLine confidential telephone listening support
- Meeting Minds 121 counselling, with LGBTQIA & Neurodivergence streams
- Community Wellbeing: targeted services for refugees and victims of hate crime

Meeting Minds is a busy low-cost counselling provision and one of a growing element of Bristol Mind’s services. Our online and face-to-face talking therapy is delivered by both trainee and qualified counsellors for adults aged 18+ for up to 16 sessions, and includes Humanistic, Psychodynamic, TA and Gestalt approaches. Our placement counsellors come from a wide range of training providers such as BCPC, UWE as well as Metanoia and the Berne Institute. In addition, we have some trainees on Doctorate programmes in Counselling Psychology in London, Newport, and Bristol. All our counselling staff and volunteers are fully supported with regular clinical supervision and management, and feedback from both counsellors and clients is excellent.

With NHS services overstretched and affordable counselling out of reach for many households, we are seeing increasing demand for Meeting Minds. In order to meet the need and ensure we continue to offer a high quality and efficient service; we are seeking an experienced Clinical Administrator to join our team.

Good communication skills are essential, including an excellent telephone manner and active listening skills. You will need to feel confident to in addressing queries from the public, helping clients to register and pay for the service and supporting new counsellors with orientation and administration tasks including data entry, completion of clinical outcome and client feedback forms.

**Specific Duties and Responsibilities**:

- Provide administration support to colleagues, counsellors and clients using BM Case Management System and SharePoint.
- Correspond with potential clients to set up assessments and take payment, liaising with staff and their calendars.
- Assist in the triage process and assessment scheduling.
- Support counsellor queries relating to client appointments and payment issues.
- Ensure counsellors complete data monitoring and send reminders when necessary.
- Maintain accurate and updated records and filing systems.
- Maintain own awareness and training in relation to confidentiality, safeguarding and GDPR.

**Overall running of Bristol Mind**:

- Ensure that the views of staff, volunteers and service users are shared with the CEO and SMT to inform service development.
- Assist in the development of other projects and services specifically supporting people’s mental health and wellbeing.
- Carry out work in accordance with Bristol Mind’s policies and procedures, current legislation, and quality standards.
- Ensure that the organisation is presented in a professional manner to its beneficiaries, members, and stakeholders.
- Take responsibility for your own safety and that of colleagues and visitors in the workplace.
- Contribute to events and activities that improve the visibility of and raise the profile of Bristol Mind as a whole.
- Prepare for, attend, and engage in staff meetings, supervision, appraisal, and training, as agreed with your line manager.
- Undertake other tasks which may not be included in this job description, but which fall within the scope of this post.

**Person Specification**:
Qualifications/Experience:

- Minimum 5 years experience in an administration role or 2 years’ experience and an administrative qualification (Diploma or above).
- A certificate or some preliminary training in counselling skills is desirable but not necessary.

Knowledge and Experience:

- Competent use of Microsoft 365 (inc. SharePoint, Teams, Outlook).
- Knowledge of Case Management systems.
- Experience (paid or voluntary) in a public-facing environment.
- Experience of administration in a mental health service is desirable but not necessary.
- Experience of working in the Voluntary Sector with vulnerable people is desirable but not necessary.
- Experience of working in a customer care environment is desirable but not necessary.

Skills & Ability
- Ability to work as a member of a team with a friendly and collaborative approach.
- Ability to concentrate, pay attention to detail, prioritise and work to deadlines.
- Proficiency in written English and Numeracy.
- Excellent people skills, able to respond to clients with sensitivity and compassion.