Senior Therapy Administrator

NHS; Manchester; On-site; GBP 20,000 - 25,000; Full time

Job summary

A mental health support organization in Greater Manchester is seeking an Administrative Support Officer to manage referrals, assist therapists, and ensure smooth operations of services. The ideal candidate will possess strong organizational skills and experience in a client-facing role, along with essential qualifications in English and Maths. This role offers the opportunity to make a meaningful impact on client care.

Qualifications

• Ability to work autonomously and take initiative.
• Highly organised with ability to manage competing tasks.
• Committed to equality, diversity, and inclusion.

Responsibilities

• Process referrals and manage therapy agreements.
• Assist with therapy bookings and liaise with professionals.
• Support onboarding of new staff and volunteers.

Skills

Organisational skills

Communication skills

Problem-solving

Education

English and Maths GCSE at grades C or above

Tools

Microsoft Applications

Job description

Job Summary

Gaddum provides therapeutic support within the CYP Bereavement Therapy Service and the Complex Care Therapy Service across Greater Manchester. Our CYP Bereavement Therapy Service is delivered across Manchester and Salford. Our Complex Care Service is delivered across Salford, Rochdale and Stockport. Our Kentown Support Service will be delivered across Greater Manchester.

Role Context

Gaddum provides therapeutic support within the CYP Bereavement Therapy Service and the Complex Care Therapy Service across Greater Manchester. Our CYP Bereavement Therapy Service is delivered across Manchester and Salford. Our Complex Care Service is delivered across Salford, Rochdale and Stockport. Our Kentown Support Service will be delivered across Greater Manchester.

Main duties

Working as part of the Gaddum CYP Bereavement Therapy and Complex Care Team, your role will be to provide effective and efficient administrative support to ensure the smooth running of Gaddums therapy services. You will be responsible for ensuring that all administration tasks are completed with a high level of accuracy and in accordance with relevant policies and procedures. You will demonstrate appropriate professionalism and empathy towards clients both face to face and over the phone. A keen eye for detail, excellent organisational skills, and the ability to multi-task and effectively prioritise is key to the success of this role.

Job Responsibilities

• Processing referrals by adding them to our database as well as our waitlist spreadsheet, sending out therapy agreement emails to gain consent from families, communicating with referrers/other professionals where needed
• Screening referrals for any unsuitable or high-risk cases, identifying those aged 16 and over to help us build list for trainees
• Completing follow ups where needed - such as awaiting carer response to agreement or consent email, or we are waiting to hear back about something
• Responding to queries from professionals or service users
• Monitoring email boxes and supporting to monitor waitlist
• Completing IAs with families who are due to start therapy
• Assisting with therapy bookings where needed - may be contacting schools or community venues on behalf of therapists
• Liaising with professionals and assisting with onward referrals
• Keeping records up to date
• Communicating cancellations and scheduling changes to therapists or clients or both
• Support therapists with collecting feedback from parents and carers
• Attend team meetings, assisting with minutes where possible, helping to share information with the team
• Support with onboarding of new staff, volunteers and trainees, including support for CRM training and access
• Signposting for other services
• Communicate referral decisions to clients and healthcare professionals in line with procedures
• SilverCloud supporter
• Assisting with data gathering for reporting if needed
• MHSDS submissions

Other Duties And Responsibilities

• Have awareness of all branches of Gaddum to be able to give this information to those who have enquiries
• Participating in wider Gaddum projects
• Assisting with service improvement where possible
• Adhering to policies and procedures
• Promote the work of Gaddum and safeguard reputation
• Representing Gaddum at events and activities

Person Specification

Qualifications

Essential

• English and Maths GCSE at grades C or above or equivalent qualification

Skills and Abilities

• Ability to work autonomously and take initiative within agreed parameters
• Highly organised, with ability to work with competing priorities and constraints and manage a variety of tasks concurrently
• Willingness and desire to embrace change, innovation and progress to support client care and service development
• Problem solver and flexible creative thinker
• Calm and capable approach to high pressure situations

Desirable

• Excellent customer relations skills, demonstrating a compassionate and empathetic approach to clients

Experience

Essential

• Excellent verbal and written communication skills, including accuracy and attention to detail
• Excellent IT technical literacy, including of Microsoft Applications
• Previous clerical or secretarial experience
• Knowledge of office systems and file management
• An understanding of mental health and its impact on people
• Knowledge of confidentiality and data protection issues
• Experience of a client facing setting

Desirable

• A good understanding of Safeguarding Adults and Children
• Experience of working with secure client information management system such as CRM, PCMIS, etc
• Experience of mental health as service user, carer, worker or volunteer

Values and Personal Attributes

Essential

• Committed to equality, diversity and inclusion
• Committed to Gaddums values and able to demonstrate them in all aspects of work
• A flexible and positive work ethic

Desirable

• Knowledge of Gaddum

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.

Employer details

Employer name: Gaddum

Address: Green Fish Resource Centre, 46-50 Oldham Street, Manchester, M4 1LE

Employer's website: https://www.gaddum.org.uk/

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