Important dates
Closing date: Sunday 8th June 2025
Interview dates: Weeks commencing 23rd and 30th June 2025
Hours
Full time and part time available. Harmless operate a 4-day working model with full time staff working 32 hours per week.
Salary
£23,812 per annum, pro rata, rising to £24,841 per annum, pro rata, on successful completion of a probationary period.
Job Description
During the application process you are required to:
* Attend an interview in person.
* Give details for us to complete Reference checks.
* Complete a basic DBS disclosure.
Please note: In order for you to be successful in applying for the above position you should be eligible to work in the UK or hold a relevant work visa. Clinical quality, safeguarding, and integrity are at the heart of what we do.
Main Purpose and Scope of the Job
* Harmless and the Tomorrow Project are non-profit organisations specialising in self harm, suicide prevention, and mental health. We offer a range of services including support, information, training, and consultancy to those who self-harm (or at risk of) and their friends and families; those at risk of death by suicide; those bereaved by suicide; and the professionals who support them.
* To perform general administrative duties and provide clerical/administrative support to the Harmless Clinical team.
* At the heart of our service is that hope and recovery are possible, and that with the right support and help, life can get better. You will be part of a pathway that adheres, upholds, and has faith in this ethos in all aspects of the operation.
Duties and Key Responsibilities
* General admin/clerical duties to support our clinical operation including processing incoming referrals, writing and sending letters and client correspondence, setting up meetings and appointments, photocopying documents, sorting, and opening post.
* Support the overall clinical operation to meet key performance indicators (KPIs) and funding/contractual obligations such as referral response times.
* Maintaining clinical records, filing systems, and computer files.
* Answering and screening incoming calls and recording inquiries professionally, sensitively, discretely, and accurately.
* Responding to phone messages and emails promptly on behalf of the clinical team.
* Disseminating messages to team members efficiently and promptly.
* Working collaboratively within the Harmless clinical team to ensure effective and efficient operation.
* Speaking directly to clients to coordinate and arrange appointments in a professional and sensitive manner.
* Supporting the clinical team with monitoring and evaluation through data collection and processing systems.
* Supporting the team with writing, scheduling, and posting blog articles and other marketing communications regarding clinical services.
* Supporting social media activities including scheduling, posting, and monitoring referrals and messages.
* Understanding and following established policies and procedures.
* Maintaining a high standard of client care and safety.
* Carrying out any other administrative duties as reasonably required to support the overall operation, such as processing shop orders, monitoring stationary levels, and taking notes in meetings.
Person Specification
Skills and Abilities
* Clear and concise written and spoken communication skills (Essential).
* Clear and confident telephone manner (Essential).
* Ability to communicate promptly and efficiently across the team (Essential).
* Setting up and maintaining records and filing systems (Essential).
* Ability to work within a small team with minimal supervision (Essential).
* Ability to work independently, using initiative, and collaboratively within a team (Essential).
* Ability to communicate discreetly and sensitively with vulnerable clients, demonstrating excellent listening skills (Essential).
* Flexibility and responsiveness to organisational needs (Essential).
* Openness to feedback and development (Essential).
* Accurate message recording and prompt information dissemination (Essential).
* Understanding confidentiality and handling sensitive information (Essential).
* Timely work completion (Essential).
Knowledge/Experience
* Knowledge of office procedures (Essential).
* Proficiency in Microsoft Office (Essential).
* Basic knowledge of office equipment (Essential).
* Good command of Plain English, both written and oral (Essential).
* Understanding of counselling or healthcare services (Desirable).
* Experience in reception and customer service (Desirable).
* Basic knowledge of the mental health or healthcare system (Desirable).
Benefits
Harmless CIC offers a wide range of benefits, including:
* Six standard weeks annual leave plus bank holidays, increasing up to seven weeks.
* Occupational sick pay up to six weeks annually.
* Employer pension contribution up to 8%.
* Staff reward and recognition initiatives.
* Access to CPD accredited training and conferences.
* Opportunities for development in self-harm, suicide prevention, and bereavement.
*Benefits linked to loyalty and employment duration. More info available upon request.
About Us
Harmless is a Community Interest Company with social aims, operating like a charity but with a focus on sustainability. We generate income through our training department to fund our services. Our pathways and staff operate across various localities, managing projects such as The Tomorrow Project, The Harmless Academy, and Fearless.
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