Join to apply for the Temporary Group SPOC Administrator role at The YOU Trust
Salary: £9,866.63 (£26,311 FTE)
Employment type: Temporary – fixed for 1 year, Part Time – 15 hours per week
Location: Based in Fareham & Portsmouth
Purpose
The Group and Single Point of Contact (SPOC) Administrator delivers a dual role within the team, combining efficient administrative support with proactive co‑coordination of psycho‑educational groups and our wellbeing retreats. This individual will plan and organise retreats and groups, administer client group bookings while also supporting the Senior SPOC who administrates the essential behind‑the‑scenes tasks that support day‑to‑day operations.
Values
* I will be trustworthy in all that I do, acting with and treating people with dignity and respect
* I will pursue excellence in my work
* I will be person‑centred ensuring the service is designed around what matters to clients and that people are in the centre of the support they receive
* I will be can‑do in my approach asking how I can achieve things rather than whether can
* I will be innovative in my approach and embrace new ways of working to ensure the service is always at the forefront of practice
Responsibilities
* I will comply with the BACP Ethical Framework for the Counselling Professions and YOUs policies processes and procedures
* I will be part of a team working within an administrative system that support the effective delivery of YOU Counselling
* I will liaise with facilitators, counsellors and survivors to co‑coordinate group logistics (e.g., dates, venues, Microsoft Teams/Zoom links, resources)
* I will communicate with group participants when courses are up and coming, keeping group facilitators updated, and distribute specific group information documents and will ensure that reminders are in place to achieve good attendance on the courses
* I will collate group attendance, feedback, and outcomes to support service evaluation and improvement
* I will administer room bookings, IT support, and materials for both in‑person and virtual groups
* I will provide comprehensive administrative support to the operation and clinical teams, which includes telephone, room bookings, petty cash handling etc.
* Due to the geographical spread of the team, there may be times when I will be lone working, will be a buddy to counsellors and will be welcoming clients and supporting facilitation of groups and be responsible for collecting monies from clients
* I will help to ensure locations and rooms are ready for groups and 1:1 session
>I will maintain and update group schedules, case management systems and contact lists
* I will plan my time to ensure excellent customer service and an efficient administration system
* I will create and distribute monthly welfare communication to survivors via email, post and/or telephone to clients on our waiting list
* I will support the Senior SPOC with processing client referrals and reviewing the waiting list for our psycho‑educational groups
* I will answer queries that are sent into the admin email inboxes and answer phone calls related to queries regarding the counselling service
* I will prepare documentation, resources, and materials for groups and facilitators
* I will support the Clinical & Supervisor Lead and Counsellors with editing and creating resource packs which are used in psycho‑educational groups
* I will actively participate with marketing and outreach efforts related to the service and group offerings (e.g., attending events, posting leaflets, social media posting)
* I will work calmly in crisis, under pressure, prioritising my workload to best meet the needs of the service
* I promote independence, choices, dignity, privacy, response and the participation of people in all that we do to ensure people have control over their lives and support provided
* I take responsibility for and contribute to ensuring health and safety in the workplace
* I report any concerns I have relating to the safety of adults or children to the YCC leadership team
* I will attend and actively participate in any team meetings, supervisions, reflective practice and learning and development
* I will, from time to time, undertake any other duties as required commensurate within my role
Person Specification
* Health & Social Care, administration, customer service or related qualification or equivalent to NVQ level 3, RSA Level II Typing or equivalent work level experience
* Skilled at putting others at ease and being approachable
* Knowledge and skills at IT with use of Windows (Office package Outlook, Excel & Word), writing case studies and reports
* Experience of working in a front‑line team
* Experience of administrating and updating a database and workbook
* Experience of working in a reception or customer facing environment
* Experience of diary management, organising meetings and recording accurate minutes
* Experience of photocopying, copy typing & sorting mail
* Skilled at team working and excellent communication, understanding what is required to be part of an effective team and being solution focused
* Experience of delivering services to vulnerable clientele
* Ability to carry out welfare support calls to people who have referred to YOU Counselling
* Ability to pay systematic attention to detail and meet deadlines
* Ability to work in a busy environment
* Ability to be supportive to and with colleagues
* Ability to work client focused flexible hours, including evenings, and weekends
* Knowledge of health and safety in the workplace
* Must have use of a car, a driving licence and be willing to occasionally travel for work
Benefits
* If you choose to begin a career with our organisation, you are guaranteed:
* Competitive rates of pay and paid travel time, including a higher mileage rate for car sharing
* Enhanced annual leave entitlements, with the opportunity to buy and sell holiday
* Matched pension scheme contributions, plus Death in Service Benefit and salary sacrifice options
* Enhanced sick pay allowances and paid compassionate and emergency dependent leave
* Excellent and professionally certified training, as well as access to fully‑funded apprenticeship programmes
* Real opportunities to develop in your profession
* Free health and wellbeing advice via a 24/7, confidential Employee Assistance Programme
* Everything you need to carry out your role free of charge, which may include a mobile phone, safety equipment and other necessary technology, a uniform where applicable, and of course a nice cup of tea or coffee throughout your day
* Access to discounts across lots of your favourite stores and online shopping sites, as well as discounted bus travel on the First bus network
Information for Applicants
The You Trust is committed to safeguarding and promoting welfare of our clients. Applicants must be willing to undergo appropriate Adult and Child protection screening, including employment references and DBS check.
Where a role involves engaging in regulated activity relevant to adults and/or children it is an offence to apply for the role if you have been barred from engaging in such regulated activity.
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