Team Administrator
2 months ago
Job summary
Welcome to Alliance Psychological Services, where we've been dedicated to providing first-rate counselling and psychological therapy services to our local communities for over two decades. As the largest and most trusted psychological therapy provider in Teesside, we take pride in our commitment to delivering cutting-edge, evidence-based services that prioritise people's mental health and well-being. Our mission is to ensure that everyone has access to high-quality, evidence-based support, delivered by our team of trained and passionate staff. We place people at the core of everything we do, striving to excel in mental health provision.
At Alliance, we're also the leading independent provider of children and young people's mental health and emotional wellbeing services in Teesside. With a team of over 40 qualified therapists and trainees, supported by dedicated leadership, management, and support staff, we serve and support more than 3000 children, young people, families, and education settings each year. Our work is commissioned through various funding streams, including Local Authority's, schools, and the Tees Valley ICB, and we lead the Hartlepool and Stockton National Trailblazer for Mental Health Support Teams. Our service has also achieved the Investing in Children Membership Award. This scheme recognises and celebrates examples of imaginative and inclusive practice with children and young people.
Main duties of the job
TEAM ADMINISTRATOR
15 HOURS PER WEEK
We are looking for an experienced administrator to join our admin team.
As a key team member, you will talk directly to people who contact our service and support our therapists with admin tasks. You will answer phone calls about referrals and appointments, as well as help with other related duties. We receive a high volume of telephone calls, including calls from people in distress, so being confident in answering the phone is essential.
You need to work well both on your own and with guidance. Experience with the patient management system IAPTUS would be a plus, but we will provide full training.
You should have an NVQ Level 2 in Administration/Business or similar, or have significant relevant experience. Computer literacy is essential as you will be expected to input information onto a clinical database.
We are currently preparing to open an office in Hartlepool, and this role will be based there once it opens. Training will be conducted at our Stockton office, and you will occasionally be asked to work at other offices in Teesside to help with absence cover, so flexibility is important.
The working hours are:
Monday: 08:00-16:00
Tuesday: 12:00-20:00
The salary is £23,400 per year, pro rata to hours worked.
Closing date for applications: 11th September 2024
Interviews will be held on: 17th September 2024
About us
Alliance offers firstrate training and development opportunities, 38 days annual leave pro rata,rising 1 day every 5 years of service (as well as the option to purchaseadditional annual leave) EAP health scheme including costs towards eyetests/glasses, dental treatment, physio treatment, life insurance and shopping discountsalongside a 3% contributory pension scheme. We also offer lots of health andwellbeing initiatives for our staff and promote flexible working for a positivework life balance.
Alliance PsychologicalServices has organisational responsibility for safeguarding all children andvulnerable adults within our service, part of this is to follow safer recruitmentof staff for all appointments. It is also a requirement that all staff understandit is each persons individual responsibility and are committed to promotingand safeguarding the welfare of children.
Please note that due tothe nature of the duties of these roles, an enhanced criminal recordsdisclosure will be sought in the event of a successful application.
Alliance PsychologicalServices Limited is committed to promoting equal opportunities in our employmentpractice and service delivery. We are signatories to the Mindful EmployersCharter. Alliance also has Investors in People status and is a Living Wage employer.
Job description
Job responsibilities
Main Duties and Responsibilities:
Responsibilities
To support the Admin Lead with the day to day running of the administration service To take minutes of meetings when required Be a point of contact for team queries when the Admin Lead is unavailable. To provide efficient, accurate and timely administrative support to all team members including ensuring appropriate maintenance of the services Access Data Base, taking messages as appropriate, and dealing with confidential information. To enter clinical and other data onto the Clinical Database (IAPTUS) in accordance with agreed procedures and guidelines. To manage supervisor alerts on the clinical database (IAPTUS) and liaise directly with service leads/managers. To ensure a professional customer focused service is always maintained with excellent communication. Any other duties that may be required to facilitate the smooth and efficient running of the administrative function of the service. To provide good customer care for Service Users, schools and other professionals and partnership organisations that use the Child and Family Service To facilitate communication and effective operational functions both within the team and externally on a daily basis. For example: telephone; e-mail; fax; paperwork To participate in the organisation and improvement of Child and Family Service administrative systems that ensure and uphold consistency across all Teams To contribute to Team and Service development To present a good image of Alliance and the Child and Family Service as well as maintaining good working relationships both internal and external, including Alliance Service Managers, other Alliance team members, Service Users including parents and carers, staff in schools and other educational establishments, staff within Local Authority Childrens Services staff in local PCT and other NHS organisations staff from public sector organisations and private sector organisations Other duties: Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training/development activities and encourage and support staff in their development and training; Undertake such other duties, training and/or hours of work as may be reasonably required by your manager, and which are consistent with the general level of responsibility of this job; Any other duties that may be required to facilitate the smooth and efficient running of the administrative function of the service. To undertake health and safety duties commensurate with the post and/or as detailed in the Alliances Health and Safety Policy Person Specification
Qualifications
Essential
NVQ Level 2 or equivalent in Administrative/Business subject
Experience
Essential
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. Ability to take minutes in meetings and disseminate to attendees.
Desirable
Previous experience in NHS/healthcare. Experience of working in the mental health sector. Understanding of mental health services. Experience in telephone support or similar
Other skills & qualities
Essential
High level of motivation and organisational skills 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. Flexible and adaptable. Act in ways that support equality and promotes diversity.
Desirable
Ability to use own initiative-
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