Clinical Administrator

Job Description and Person Specification

Type of Contract

Fixed Term for 12 months
15 to 22.5 hours per week
Weekdays by agreement
A pro-rata of 25 days annual leave plus public holidays
Workplace pension scheme

Background

Trauma Breakthrough is a mental-health charity that provides clinical and support services to adult survivors of abuse and other types of trauma, as well as training and educating individuals and organisations wishing to offer more appropriate support to survivors.

The charity operates in a multi-disciplinary and community based way, with both clinical and non-clinical staff having day to day input with service users.

The Clinical Administrator provides logistical and administrative support to the Clinical Team.
The role involves processing new referrals, scheduling appointments, following up with agencies for further information, signposting, and ensuring that the correct paperwork is in place for all service users.

The position provides an important interface between service users and clinical staff, and involve direct contact with service-users as part of duties.

Due to the nature of Breakthrough’s work, successful applicants will need to complete an up-to-date DBS check for working with vulnerable adults as part of their induction, and be able to provide 2 references.

Starting Salary

A pro-rata of £21,000 to £23,500 depending on experience.

Location

The post-holder will primarily work from the Breakthrough Support Centre in Bath.

Key Responsibilities and Duties

Clinical Administration

Responding to telephone and email enquiries.
Liaising with referring agencies to obtain necessary information and consent.
Using existing administrative systems to arrange assessments and therapy sessions where appropriate
New service-user onboarding and ensuring all relevant paperwork is complete prior to their first session.
Signposting individuals onto other local services (and making direct referrals where necessary)
Supporting service-users’ access to Breakthrough wellbeing services (e.g. booking sessions with a Support Worker or activity groups)
Maintaining day to day contact with service-users.
Administrating service-users reviews and ensuring these take place in a timely manner in line with service-users’ support plans
Maintaining and creating data reports on service usage to support the management team.
Providing other administrative support to clinical staff as required
Helping to maintain the clinical team calendar
Assisting with wider administrative needs of service-users (e.g. helping with filling in paperwork, individual funding bids, letters to GPs)

General Administration

Responding to general emails
Filing
Maintaining client records in line with GDPR policies
Producing information and materials as requested
Setting up rooms prior to therapy sessions
Facilitate the implementation of outcome measure questionnaires with service users and collate data from these

Other Duties

Participate in clinical team meetings and take notes
Help to maintain the support centre in a clean and tidy state.
Attending occasional interagency meetings, networking events and other key meetings in-person and remotely
Any other duties as may from time to time reasonably be required by the senior management team and/or trustees.

Key relationships

The Clinical Team Leader.
Other members of the Clinical Team.
Project support staff.

The post-holder will also need to develop and maintain good working relationships with service-users and volunteers, as well as being a key contact for referring and partner organisations.

Reporting to

The post-holder will be line-managed and supervised by the Operations Manager or Clinical Team Lead

Person Specification

Essential skills and experience

Experience of Microsoft Office (Word, Excel etc.)
Experience with G-suite (Google Calendars, Google Drive, Google Mail, etc)
Great communication skills and ability to work within a dynamic team
An interest in mental health, and experience working with individuals in distress
Ability to prioritise workloads on a daily basis and manage multiple tasks over busy periods
Experience in liaising with multiple teams across project delivery
Intuitive and ‘outside of the box’ problem solving skills to assist in meeting the varied needs of service users

Desirable skills and experience