Team Administrator (37.5 Hours per week) inStockton-on-tees inStockton-on-tees PUBLISHED
FRI 8 NOV 2024
Alliance Psychological Services, located in the Tees Valley area, is seeking an experienced Team Administrator to join their administrative team. This role involves supporting therapists with administrative tasks, managing a high volume of telephone calls, and assisting clients who may be in distress. Key responsibilities include maintaining electronic diaries, processing referrals, accurately entering data on the clinical database (IAPTUS experience preferred, training provided), and ensuring confidentiality in handling sensitive information.
The position is based in both Stockton and Middlesbrough, requiring flexibility in location. The working hours are Monday through Friday, including evenings. The role requires strong communication skills, computer literacy, and an NVQ Level 2 in Administration or significant relevant experience. The salary is £23,400 per year pro rata, with a closing date for applications on November 21, 2024, and interviews scheduled for November 26, 2024. Applicants must have the right to work in the UK as visa sponsorship is not available.
Alliance Psychological Services is an independent provider of counselling and psychological therapy services based in the Tees Valley area and working across the North-East region. We are working in partnership with Middlesbrough & Stockton Mind to deliver the IMPACT on Teesside service.
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 and 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 you will be expected to input information onto a clinical database.
This job is based across our Middlesbrough office 21 High Force Road TS2 1RH and Stockton office 24 Yarm Road TS18 3NA. It is anticipated that Monday and Tuesday will be spent at Stockton and the remainder of the week in Middlesbrough, flexibility is required.
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:
Mon 12:00-20:00
Tues 08:00-16:00
Weds 08:00-16:00
Thurs 12:00-20:00
Fri 08:00-16:00
Salary: £23,400 per year pro rata to hours worked.
Closing date 21 November 2024
Interviews 26 November 2024
You must have right to work in the UK as we are currently unable to offer working visa opportunities.
About us
Main Duties and Responsibilities:
Administrative
- To provide efficient, accurate and timely administrative support to all team members including ensuring appropriate maintenance of electronic diaries, taking messages as appropriate, and dealing with confidential information.
- To offer new patients a first appointment within the target dates; send an appointment letter and appropriate literature to the patient.
- To ensure all information regarding appointments is entered onto the clinical database accurately.
- To ensure a professional customer focused service is maintained at all times with excellent communication.
- To ensure all service mail is appropriately handled and accurate messages are taken and passed to the relevant team member or designated duty worker as soon as possible.
- To ensure an effective filing system is maintained.
- Any other duties that may be required to facilitate the smooth and efficient running of the administrative function of the service.
Service Support
- To assist in the provision of information to patients of GP practices referred to or contacting the service including responding sensitively and promptly to those accessing the service by phone.
- To assist in the processing of all referrals to the service to ensure that agreed target times are met.
- Liaise with therapists within the team making sure their availability for new patient appointments has been provided on a weekly basis.
- To enter clinical and other data onto the Clinical Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to cover the main reception desk for premises where this is applicable. Provide a courteous and efficient reception service for people visiting the building and respond to incoming telephone calls.
- Undertake any other additional duties appropriate to the post as requested.
Confidentiality
- In the performance of their duties, the post-holder may have access to confidential information relating to clients and their care, staff and others. They may also have access to information relating to Impact as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to clients, carers, staff, other healthcare workers or Impact business may only be divulged to authorised persons in accordance with Impact policies and procedures relating to confidentiality and the protection of personal and sensitive data.
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