Job Summary
Are you an organised, compassionate administrator who wants to play a meaningful role in improving people’s mental health? You will join the TalkPlus NHS Talking Therapies service as an Administrator, supporting patients experiencing anxiety and depression. The closing date is 17 June 2026.
Main Duties and Responsibilities
* Maintain a range of administrative systems for the TalkPlus NHS Talking Therapies service.
* Prepare and collate patient referrals, inputting them into the patient management system promptly and ready for screening.
* Process information received via the TalkPlus inbox, including receiving and chasing patient information, referrals, opt‑ins and ad‑hoc patient information.
* Assist with telephone enquiries by answering calls promptly, directing calls and taking messages.
* Contribute to ensuring the requirements for internal and external monitoring and evaluation are met.
* Produce letters and documents on the patient management system and send them promptly.
* Provide administrative support to the TalkPlus team members as required.
* Monitor the discharge procedure by discharging people who have not engaged.
* Deal with difficult and upsetting situations when they arise.
Office Duties and Reception Cover
* Operate and manage reception, meet and greet and guide people to the correct areas.
* Maintain a library of reference material relating to NHS Talking Therapies.
* Check and maintain stationery and refreshment supplies.
* Use office machines, including photocopier and shredding/scanning.
* Facilitate courses by helping course leaders greet patients, prepare handouts and paperwork.
* Complete late‑cover specific duties on the daily checklist.
* Ensure reception and waiting area are kept clean and tidy.
* Help maintain the Master Rooms Booking System.
* Notify the Administration Manager and Operations Manager promptly if anything needs fixing or investigating.
Administrative Daily Checklist
* Check junk mail.
* Highlight risk referrals to duty and maintain red‑flag tracker.
* Chase requests for information.
* Await opt‑ins.
* Send regular SMS/contact for patients on waiting lists.
* Prepare veterans letters.
* Review team tracker.
* Check no‑reply inbox.
* Process DIPS.
* Process patient opt‑in forms.
* Check read receipts.
* Monitor the TalkPlus inbox and Admin Teams chat for support.
* Keep patient information updated using the IAPTus System.
* Maintain diaries of therapists, such as cancelled/rescheduled appointments.
* Support the Admin manager with ad‑hoc back‑of‑house functions or audits.
* Pick up voicemails promptly and take action.
* Facilitate courses by helping course leaders with admin.
* Maintain filing systems in accordance with procedures.
* Book/fill all available appointments.
* Keep up to date with relevant policies and undertake appropriate training.
Person Specification
Essential
* Proficient in standard office software, email and databases, and role‑specific systems.
* Flexible, responsive to change and able to manage tight deadlines.
* Supports principles of equality, diversity and inclusion.
* Self‑motivated, able to work independently and prioritise workload.
* Works under pressure and manages personal stress.
* Team player, supporting colleagues and contributing to shared goals.
* Excellent verbal and written communication skills; professional and collaborative.
* Ability to build effective working relationships, maintain confidentiality and demonstrate initiative.
* Flexibility to cover office hours as required.
Desirable
* Some knowledge of mental health issues.
Experience
Essential
* Previous administrative experience.
* Experience working in a busy office environment.
* Experience working with a range of colleagues.
Desirable
* Experience working within the NHS.
Qualifications
Essential
* Good standard of education: GCSE or equivalent in Maths and English at Grade C/4 and above.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. Disclosure to the Disclosure and Barring Service will be required.
Salary and Contract
Salary: £24 937 to £26 598 per year. Contract: Permanent. Working pattern: Part‑time – 15 hours per week (days/shifts to be agreed before appointment, may include one late shift working until 8 pm).
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