TO APPLY FOR THIS ROLE, PLEASE DOWNLOAD THE OPEN DOOR APPLICATION FORM ATTACHED TO THIS ADVERT (under "Supporting documents"). A full application pack, giving further details about the vacancy, is also available to download.
* Please e-mail your completed application form to recruitment@opendooronline.org *
We are excited to be recruiting a full time role for a Senior Clinical Administrator to join our dynamic voluntary sector adolescent mental health service.
Our mission is to make talking therapy as accessible as possible to all young people in Haringey who need it.
This role will be part of and provide management within our Support Team, which is a key component of our organisation, responsible for ensuring the efficient delivery of Open Door's clinical services in its various locations.
* 1.0 FTE post (37.5 hours per week)
* Must be available to work some evenings until 7pm
* 12 month fixed term contract, with hope of extension
We welcome applications from candidates with lived experience of all kinds, including applicants from the global majority and those who are neurodivergent.
PLEASE NOTE THIS ROLE IS SUBJECT TO AN ENHANCED DISCLOSURE & BARRING SERVICE CHECK AND REQUIRES THE RIGHT TO WORK IN THE UK.
Main duties of the job
The main duties of the Senior Clinical Administrator include:
* Line management of our administrative staff and non-clinical interns & volunteers
* Working closely with the Operations Manager and regular liaison with our team of clinicians
* Providing & managing all aspects of frontline clinicaladministration
Office management (e.g. procurement of supplies)
Please see below for a detailed job description and person specification.
About us
Open Door is an NCL ICB commissioned voluntary sector service based in Haringey, North London, providing a range of therapeutic services for young people aged 12-24 and parents/carers. We form part of the Haringey CAMHS pathway for 12-18 year olds and are a highly regarded clinical service.
Open Door recently received national recognition for our impact, as a 2024 finalist for the Health Service Journal (HSJ) Award for Reducing Inequality and Improving Outcomes for Children and Young People.
Open Door offers talking therapy to adolescents and young adults on a brief, medium and longer-term basis. The team comprises Child & Adolescent and Adult Psychotherapists, Psychodynamic Psychotherapists and Counselling Psychologists who offer psychotherapy, CBT, drama therapy, therapeutic football groups and EMDR.
The clinical team currently comprises 28 qualified and trainee therapists, many of whom are NHS trained and all of whom are professionally accredited. We are a highly skilled team and many of our clinicians also teach on professional trainings.
Open Door works from bases in Crouch End and Tottenham, and provides services in local secondary schools and the Haringey Autism Hub. Most of our work is delivered in person as this is what most young people tell us they want. Demand for the service is high.
We are committed to equality, diversity and inclusion. More than half of our young people are from global majority communities, and approximately 1 in 4 are neurodivergent.
Job responsibilities
* Line management of administrative staff and non-clinical internsand volunteers
* Line management by Operations Manager, with regular debrief aboutpatient related activity with a senior clinician
* Providing and managing all aspects of frontline clinicaladministration, to include referrals, appointments, outcome measures,enquiries, interpreting services, supporting therapists and service users, etc.
* Office management, e.g. ordering supplies
* Troubleshooting routine IT issues and liaising with the IT supportcontractors
* Ensuring the smooth administration of data collection (includingregular service user outcome measures), data cleaning and inputting, andproduction of reports
* Supporting the implementation of new data systems
* Participating in income generation, including management of privatetherapy room bookings, administrative support of funding applications and ofTrustee fundraisers, in consultation with Line Manager
* Managing staff and volunteer induction, including (but not limitedto) systems training, ensuring that Open Doors policies and procedures are upto date, etc.
* Ensuring that Open Door maintains a therapeutic physicalenvironment and that spaces are set up as needed for different purposes
* Human resources administration, e.g. processing requests forannual leave
* Supporting external relations, which may include assisting in theproduction of media and organising events; monitoring and updating the websiteand social media feeds
* Support for the good governance of Open Door, including the Boardof Trustees and external regulation, providing administrative support asnecessary
* Ensuring administrative processes evolve in line with bestpractice and technological development to optimise efficiency and userexperience
* Being active in the maintenance of the organisation's facilitiesand resources
* Contributing to the health and safety management of theorganisation
* Ensuring the facilities are neat, tidy and welcoming at all times
OpenDoor currently uses a patient management software package called Clinic Office,and Office 365 applications. The post holderis expected to be proficient in the use of Microsoft Word and Excel. Experience using Copilot or other AIapplications and SharePoint would be advantageous, but training will beprovided for Clinic Office and SharePoint as appropriate.
GENERAL
a)This is not an exhaustive list of duties and responsibilities, andthe post holder may be required to undertake other duties which fall within thegrade of the job, in discussion with their Line Manager.
b)This job description may be reviewed in the light of changingservice requirements; any such changes will be discussed with the post holder.
POLICIES,PROCEDURES AND GUIDELINES
a)The post holder is required to comply with Open Door's policies,procedures and guidelines, including those related to Equal Opportunities,Health and Safety, Environmental, Complaints, Child Protection, SafeguardingVulnerable Adults, Information Governance and Disciplinary and Grievance.
b)All information concerning clients and staff must be treated asstrictly confidential at all times.
Person Specification
Personal Characteristics
* Ability to work under pressure and as part of a team in a demanding environment
* Good understanding of the importance of a client focused service
* Ability to adapt and change according to daily circumstances and the needs of the charity
* Readiness to try new things
* Ability to recognise when to seek help or appropriate assistance from colleagues
* Willingness to help out when needed
Qualifications
* Education to degree level or relevant work experience
Experience
* A successful track record in:
* - managing a small team including volunteers / interns
* - office / facilities management
* - use of customer / patient databases
* Experience in a patient-facing role
* Knowledge of how mental health services and services for young people are organised
* Experience of supporting income generation
* Experience in managing websites / social media feeds
Skills and Competencies
* Ability to use Microsoft Office programmes (must have experience using Microsoft Word and Excel)
* Spreadsheet and database skills
* Ability to learn and manage specialist software packages (e.g. Clinic Office / CareNotes)
* Excellent customer care skills with sensitivity to the needs and circumstances of Open Door patients
* Experience of providing telephone support and / or information to anxious and vulnerable people
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.
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