Dear Applicant Clinical Services Administrator (Female) The Women's Therapy Centre is looking for a Clinical Services Administrator to support the work of the Centre. The Centre is a well established and well known provider of individual and group psychotherapy for women by women. It is committed to delivering an accessible, high quality psychotherapy service to a wide client group. To apply for the position please send us; 1. Application Form addressing all points (1-16) in the Person Specification (Shortlisting candidates for interview is dependent on this being done). 2. Equal opportunities monitoring form Disabled applicants are invited to discuss details regarding physical access to the Centre – please see the access details sheet for the basic information. The equal opportunities monitoring form will be dealt with confidentially and will not be linked to your application form prior to interview. Please email your completed application to firstname.lastname@example.org Thank you very much for your interest. We look forward to receiving your application. Yours sincerely Women’s Therapy Centre Clinical Services Administrator JOB DESCRIPTION Post: Clinical Services Administrator Hours of Work: Part time (24 hours per week / Monday to Thursday) Salary: £21,949 - £25,974 pro rata for 24 hours per week Location: Women’s Therapy Centre, 10 Manor Gardens, N7 6JS Managed by: Chief Executive JOB PURPOSE: To coordinate enquiries, referrals and appointments from clients, health care professionals and community organizations. To play a key role in Women’s Therapy Centre (WTC) in the creation and management of information pertaining to its clinical services, this involves recording, extracting and reporting data held on databases and spreadsheets. To provide comprehensive administrative support primarily to the clinical staff. KEY DUTIES AND RESPONSIBILITIES: RESPONSIBILITY FOR CLIENTS To be a point of contact for clients and other agencies providing information and resolving queries received via telephone, email, letter and face-to-face. This will require excellent administration, communication and interpersonal skills and careful management of highly confidential matters. To conduct screenings to ensure that any new referrals into WTC’s clinical services meet inclusion criteria, redirecting enquiries to senior management as necessary. To register new clients using manual and electronic systems, update schedules for appointments and room bookings, log all changes to appointments (e.g. cancellations and attendance) and inform clinical staff, interpreters and clients accordingly. To arrange interpreters and childcare provision as necessary. To provide reception cover as required. To ensure that new and current clients complete opt in forms, outcome measures and feedback forms and to alert clinical staff when this does not occur; to ensure follow-up appointments are arranged at the correct intervals for all clients and record attendances. To ensure clinical rooms and clients’ files are fully prepared before clients arrive for appointments, and to ensure there are arrangements to notify clinical staff of the arrival of clients. To coordinate referrals to the WTC’s Private Practice Referrals service. To ensure leaflets and other approved information are distributed to clients and agencies as requested by the clinical team or the Chief Executive. RESPONSIBILITY FOR INFORMATION ADMINISTRATION To extract information electronically and manually and produce weekly and monthly statistical reports on client activities using the organization’s client database (CINDAR) and other databases, and submit these to the clinical team and chief executive for auditing and monitoring purposes. To create paper and electronic client files in a consistent manner, ensuring that they are maintained appropriately, kept securely, and archived, complying at all times with the Data Protection Act and clinical records policies, and supporting all staff to do the same. To accurately record all referral and assessment information, together with information about appointments and discharges, onto WTC databases, including CINDAR and CORE. To present information appropriately and with a high degree of accuracy, using a range of IT systems, including MSWord, Access, Excel, databases, spreadsheets, internet search engines, etc. To collate, summarize and report all electronic and paper-based service user feedback received about WTC’s services as requested by the Chief Executive. To ensure any material relevant to practice and procedure is appropriately stored and easily located on WTC’s systems and disseminated to staff as directed. RESPONSIBILITY FOR SERVICE PROVISION AND DEVELOPMENT To organize and attend meetings as necessary, taking minutes and distributing accordingly. To participate in audits and service reviews as requested. To develop information, including social media, to promote WTC’s clinical services. To participate in the monitoring and evaluation of the organization’s services. To support the induction of new staff and volunteers. To work closely with the clinical team to ensure that targets are achieved and that WTC’s practices and procedures are maintained and supported. To plan own workload, meets deadlines, complete all delegated tasks with minimal supervision. TO BE NOTED: This is not an exhaustive list of duties and responsibilities, and the postholder may be required to undertake other duties which fall within the grade of the job, in discussion with the Clinical Services Coordinator and the Chief Executive. Some evening work may be required. This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder. The post holder is expected to comply with all relevant policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety, Confidentiality, Safeguarding vulnerable adults and Child protection policies, and clinical guidelines. The post holder is expected to maintain a high degree of professionalism and to use excellent verbal and written communication skills at all times in order to maintain good working relationships with staff and volunteers across WTC. Terms and Conditions Salary: £21,949 - £25,974 pro rata for 24 hours per week Days of work – Monday, Tuesday Wednesday and Thursday (some evening work may be required) Leave and Sick Pay 27 days per annum pro rata plus Public Holidays and Christmas closure. Person Specification Job title: Clinical Services Administrator Criteria Essential Qualifications 1. Good Standard of education to minimum of 4 GCSEs (including English and Maths) at grade C or above, or equivalent Experience 2. Advanced IT skills - particularly Microsoft Office (Outlook, Excel, Access, Word), databases, , spreadsheets, emails, online search engines 3. Experience of developing and working with complex data management systems, including the effective extraction of data for the purposes of activity monitoring using spreadsheets and databases 4. Significant and recent administrative and receptionist experience 5. Experience of dealing effectively and sensitively with complex enquiries within a clinical setting (e.g. a hospital, clinic) 6. Experience of working with staff at all levels of management Skills 7. Evidence of administrative skills to include data collection, monitoring and audit work 8. Evidence of effective written and oral communication skills 9. Evidence of ability to respond quickly to changing priorities, organizing and prioritising workload to meet deadlines 10. Evidence of ability to develop workflow systems to promote efficient and effective working 11. Evidence of ability to monitor and maintain high levels of personal performance 12. Evidence of ability to work without direct supervision within broad procedural guidelines 13. Understanding of the significance of confidentiality and the requirement for this to be maintained at all times Personal 14. Flexible and positive attitude to work. Attributes 15. Credibility with peers and external agencies; acts with sensitivity and diplomacy at all times. 16. Excellent team working skills. Instruction sheet Important advice on filling in the application form Please read these instructions carefully before completing the application form. The information contained in this job pack should help you decide if you want to apply for the job. The instructions below will help you complete the application form in the most effective way should you decide to apply. Equal Opportunities The Women’s Therapy Centre’s (WTC) Equal Opportunities policy (statement included) states that all sections of the community will have equal access to jobs at the WTC. Both internal and external candidates are treated the same. Your completed application form is the basis on which we judge your suitability for the job prior to interview. Do not send us your CV. No candidate will be treated less favourably because of the race, colour, nationality, religion, marital status, sexual orientation, class, age, disability, trade union activity, having dependents or past or present contact with the mental health services. Job Description The job description outlines the duties and responsibilities of the post; it also includes details about the postholders’ position within the organisation. The person specification describes the skills, knowledge and experience you must have to be able to carry out the job. Consequently, you must fill out the application form with the person specification in mind. Please ensure you state clearly in section 5 of the application form how you meet each item of the person specification in the order they appear, giving examples from your current and /or past experience. Shortlisting a candidate for interview is dependent on this being done. In considering your experience, think of all your previous work – this may include work or experience in a job which is paid or unpaid, in the community, at home and anything else you feel is relevant to what is being asked of you in the person specification. Please be as specific as possible as we cannot assume that you have experience you have not told us about. Equal Opportunities Policy 1. Introduction This statement sums up the Women’s Therapy Centre’s views and action in respect of equal opportunities. It sets the standards for all staff and volunteers in the organisation itself and articulates the principles by which the Women’s Therapy Centre operates. The Policy incorporates the Statement of Intent which (Appendix 1), which is a summary of the Policy. This Policy itself is lodged in the staff handbook, though it is also a key document relating to service delivery and practice. 2. Equal opportunities and the law Equal opportunities legislation provides a definition of what constitutes discrimination in law. Discrimination, as defined in the legislation below, is illegal. It is also unfair and prevents full consideration of an individual’s potential. It can be direct or indirect, intentional or unintentional. It often occurs as a result of prejudice and stereotyping. The relevant legislation is: The Sex Discrimination Act 1995 The Race Relations Act 1976 The Race Relations (amendment) Act 2000 The Disability Discrimination Act 1995 3. Principles The Women’s Therapy Centre aims to provide psychoanalytic psychotherapy to women particularly women who would not normally have access to therapy. In striving to achieve these aims, Women’s Therapy Centre recognises that women have been and continue to be discriminated against for many different reasons. The Women’s Therapy Centre is fully aware of its equal opportunity obligations as they are enshrined by legislation and will strive to exceed the minimum that they represent. There are some delivery and cost constraints, but it is acknowledged that considerable progress needs to be made, and a programme of action will be developed. 4. Equal opportunities in the different areas of the Women’s Therapy Centre’s activity Services Women’s Therapy Centre will: Ensure that services it supports and runs will be available to women on a fair and equitable basis. Potential users will not be excluded from services on grounds which reflect prejudice or unfair discrimination; and Urge its partner projects to adopt policies, which reflect good equal opportunities practice, and will satisfy itself that they do not unfairly exclude women who may reasonably be expected to use the services. Women’s Therapy Centre needs to be satisfied that the projects recruit people, as far as possible, on the merit of their abilities to do a particular job. Supporters The Women’s Therapy Centre will not allow the need for fundraising to cloud the pursuit of its mission. It will not accept funds, which it knows, have been generated by illegal activity, but will not turn down funds on behalf of women unless particular offers will damage its ability to pursue its goals. Women’s Therapy Centre welcomes support from the full range of ethnic and cultural groups that are within the community and will actively seek out this support. Employment of staff and volunteers The Women’s Therapy Centre is committed to being a fair employer and will challenge and discourage unfair discrimination. The key points to its personnel policies are to: Design job descriptions and person specifications, which will be a dispassionate assessment of the task that needs to be done and the qualities of the person who will be able to do it. Ensure that interviews will concentrate on assessing person’s abilities and skills in line with the person specification. Advertise permanent vacancies and new posts simultaneously internally and externally, unless they are a result of reorganisation or restructuring. Women’s Therapy Centre will cast its search for personnel, volunteers and supporters as widely as possible. When appropriate, Women’s Therapy Centre will use the legislation enabling positive action. Both the Sex Discrimination Act and the Race Relations Act (S37 & 38) allow employers to redress imbalances or under-representation of a particular sex or race within the work force under certain specific circumstances, by recruitment and training. Equal opportunities awareness is considered to be an integral part of all staff development. All new employees are issued with a copy of this policy and regular training will be given to new and existing staff. Maternity provisions for staff will at least meet minimum standards and represent good practice. No employee will receive less favourable treatment or consideration on the grounds of maternity rights. Employees will not be disadvantaged by any conditions of employment or requirements that cannot be justified as necessary on operational grounds. Training and promotion opportunities will be available on the basis of ability, merit, and development potential and according to job requirements and available funds. Grievance and disciplinary procedures will provide scope for staff/volunteers to complain about or be disciplined for harassment or discriminatory behaviour. 5. Monitoring The Women’s Therapy Centre will monitor the extent to which policies and their implementation are fair. This will be done by collecting and analysing information which will enable comparison of performance with the needs and circumstances in the community. Policies will be designed to value fairness and challenge unfair behaviour. Information which may expose unfair behaviour or policies will be sought. The Women’s Therapy Centre will monitor: Circumstances in which deviations from the policy have occurred. The use of the relevant parts of the grievance and disciplinary procedure. The nature of job advertising. The profile of job applicants and the quality of selection and interview practice. The profile of those people who use services or the services of Women’s Therapy Centre supported projects. The profile of its supporters, where practicable - e.g. funders and volunteers – and assess the extent to which it is encouraging support amongst a range of people and groups. Once yearly, the General Manager will bring this information together as an equal opportunities audit and adjustments to policies and practice will be considered in the light of this information. 6. Responsibility The Clinical Director of Women’s Therapy Centre is ultimately responsible for the implementation of the policy. Managers are responsible for taking all steps possible to eliminate discrimination, and the Women’s Therapy Centre gives them particular responsibility for providing a supportive workplace for all. Every employee and volunteer has a responsibility not to discriminate against anyone at work and in the services. There is a shared responsibility to promote a supportive workplace where differences are respected and to develop an atmosphere where discrimination cannot flourish. The Women’s Therapy Centre will stay up to date with legal and good practice issues. Any person dissatisfied with Women’s Therapy Centre’ response to a complaint, after using all levels of the complaints procedure, can consult external bodies such as The Equal Opportunities Commission, The Commission for Racial Equality and the National Disability Council. Appendix1 Equal Opportunities Statement of Intent The Women's Therapy Centre is a Centre run by women for women. The Women's Therapy Centre recognizes that in society certain groups and individuals are discriminated against. The Women's Therapy Centre is positively committed to opposing discrimination against people on the grounds of race, colour, nationality, religion, marital status, sexual orientation, class, age, disability, trade union activity, having dependents, past or present contact with mental health services or HIV status. We welcome the enrichment and cultural diversity that follows from this commitment and we will continually work towards its achievement. The Women's Therapy Centre recognizes that passive policies will not in themselves provide equality of opportunity and that specific and positive programmes of action are needed. The Women's Therapy Centre acknowledges that we have a moral, legal and clinical responsibility to ensure that we do not discriminate unfairly in our employment and management practices, in the work we undertake and in the services we provide. Women’s Therapy Centre ACCESS DETAILS The Women’s Therapy Centre is at 10 Manor Garden’s, Holloway, London N7 6JS Public Transport From Holloway Road Tube (Piccadilly Line) take the bus (no 43 or 271) from directly outside the tube station to the bus stop after the Holloway Odeon. Cross over the road. Walk 200m down Manor Gardens. From Archway Tube (Northern Line) take the bus (No’s 17, 43 or 271) down Holloway Road to the bus stop just past the Northern Health Centre. Walk 200m down Manor Gardens. Parking There are parking restrictions in use along Manor Garden’s. Pay & Display spaces are usually available at the Holloway Road end of Manor Garden’s, maximum stay is two hours. Holders of disability permits can park in resident’s bays directly outside WTC. Entrance The Centre is accessible by a long steep ramp or several steps. The Centre is on one level on the ground floor. The entrance buzzer is at the top of the ramp, by the door. If assistance is required to go up the ramp arrangements should be made beforehand with the receptionist. The buzzer is at (wheelchair height) and second from the bottom. Toilets There is one wheelchair accessible toilet on the ground floor of the Centre. Within the WTC Wheelchair accessible therapy rooms are available. IF YOU HAVE ANY QUERIES ABOUT ACCESS DETAILS PLEASE FEEL FREE TO CONTACT THE WTC 020 7263 7860.
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