Senior Administrator

**TERMS**
- Minimum 22 hours per week
- Willingness to work up to 28 hours per week if needed
- £12 per hour
- Based in the St Albans’ Centre
- Work from home with line manager agreement only
- Willingness to travel to other Centres as needed
- Employer pension contributions on eligible pay
- Membership of employee assistance programme
- 25 days per holiday per year pro rated plus bank holidays

**JOB DESCRIPTION**

**THE COUNSELLING FOUNDATION **is a modern charity with a well-established reputation in the field of counselling and psychotherapy. Our mission is to deliver affordable psychological therapy, to train psychotherapists and provide services to organisations and the NHS.

**THE COUNSELLING FOUNDATION **is an organisational member of BACP and its training courses are accredited and validated by BACP. All staff, honoraries, volunteers and therapists in training are thus accountable to the ethical requirements of these organisations and to their complaints procedures.

The Senior Administrator oversees the delivery of clinical administration for both in-person and telephone/video clinical work. The role is accountable to the Clinical Manager for the Contracts Team and the postholder will ensure that all clinical administration activity is delivered to a high standard in line with TCF policies and consistent across sites.

**THE COUNSELLING FOUNDATION **is committed to promoting equality of opportunity throughout the organisation and encourages diversity.

**JOB DESCRIPTION**

**ACCOUNTABILITY**

The Senior Administrator reports to the Clinical Manager.

**RESPONSIBILITIES**

The Senior Administrator will be responsible for all team-specific day-to-day counselling activities and provide support and guidance to the Clinical Manager, counsellors, supervisors, and team administrators.

Main day-to-day duties include:

- To be the first point of contact for (operational) client and counsellor enquiries
- Ensuring that all issues requiring clinical input are directed to the Clinical Manager
- Provide day-to-day administrative support for all counselling activities
- Work alongside counsellors and supervisors to deliver an excellent service to all counselling clients
- Assist in the collation of information required by external partner organisations as required by the Clinical Manager
- Reconcile activity against the monthly data required by external partner organisations
- Ensure the timely provision of monthly data to external partner organisations
- Keep accurate records of referral and treatment outcome information and other relevant information reporting data
- Ensuring clinical data is closed following completion of treatment
- Work alongside the Clinical Manager to provide regular reporting data in a timely and accurate manner
- Work alongside Finance to ensure invoicing is completed in a timely and accurate manner
- Assist Clinical Manager in induction of new counsellors and supervisors
- Ensure any issues, complaints, feedback (etc) are conveyed to Clinical Manager
- Occasional minute taking
- Attend admin meetings as required
- Other duties as could reasonably be required or expected from the Executive team

In addition to the above day-to-day Centre-specific duties, the Senior Administrator will have responsibility as follows:

- To ensure consistent and standardised processes and systems are implemented and maintained across the Contracts Team
- To provide induction, training and mentoring to new and/or administrators
- To ensure there is adequate administration cover considering holidays and sickness cover
- To ensure communication of key decisions and best working practices and ideas within the team
- To support clinical team in ensuring clinical KPIs are met by continuously monitoring administrative processes and if needed, implementing improvements
- To support performance development programmes for administrators
- To work on any special projects to improve the delivery and provision of clinical services
- To support the clinical team in promoting the counselling service to the local community
- To support the clinical team in building partnerships with local charities and community organisations
- To build effective and good working relationships with all staff at the centres.
- Other duties as could reasonably be required or expected from the Executive team

**PERSON SPECIFICATION**

**KNOWLEDGE, SKILLS AND EXPERIENCE**
- Minimum 5 years’ experience in a similar role
- 5 GCSE’s grade A - C (including English and Maths) or equivalent
- Experience of working as part of a team within a clinical/counselling environment
- Experience of providing excellent customer care
- Experience of dealing with and managing sensitive and confidential information in a discreet manner
- Experience of excellent organisation, prioritisation and planning skills
- Proven ability to remain motivated whilst prioritising workload, working under pressure and responding efficiently to meet deadlines
- Proven ab