Overview
Job Title: Administrative Assistant
Grade: Band 3 (37.5 hours)
Department: NHS Talking Therapies
Base: Guildford and Camberley Offices – remote working from home by agreement
Application closing date: 22nd September 2025
Applications by CV accepted demonstrating how the CV relates to the JD & PS. Applications by email to: recruitment@centreforpsychology.co.uk
Accountability: Professionally and managerially accountable to the Operations Manager
Terms and Conditions: Centre for Psychology
Responsible for: The primary purpose of the role is to provide administrative support to the NHS Talking Therapy service. The focus of the administrative support will be the maintenance of operational systems necessary for the efficient functioning of the NHS Talking Therapy service.
What we’re looking for:
Responsibilities
* Accepting and registering referrals from existing pathways.
* Allocating clients and supporting the appointments process.
* Management of client notes and allocation to therapists.
* Input data into the client records management system.
* Refer on/discharge, following clinical direction, to other service providers.
* Support the client pathway following agreed operating procedures to ensure tasks are completed within given timescales.
* Provide a full range of administrative functions to facilitate the client pathway.
Communication
* Receive and assist clients and healthcare professionals in person or by telephone in a friendly manner, addressing enquiries appropriately. May require rota-based cover.
* Monitor and manage incoming emails and correspondence.
* Administer the appointments process including registering clients, bookings, cancellations, rescheduling, and processing DNA’d appointments; forward electronic referrals where required, meeting timescales.
* Assist in daily management of waiting list activity and respond to urgent tasks.
* Undertake general admin duties (distributing emails, room bookings, scanning, photocopying, printing, etc.).
* Assist in producing client information packs and provide routine non-clinical advice or information to clients, relatives or carers.
* Assist with changes to service provision or administrative systems as requested.
Data Systems
* Maintain and update filing systems for correspondence, activity and information.
* Monitor and report on website maintenance.
Review
* Duties and responsibilities will be regularly reviewed with the post holder and may change over time.
Policies and Procedures
Centre for Psychology employees are expected to follow organisational policies, procedures and guidance as well as applicable professional standards and guidelines.
Confidentiality
* Work is confidential; discuss only as required for service users or staff. Personal information concerning colleagues is also confidential.
* Confidentiality must be maintained at all times, in accordance with Centre for Psychology policy, the Data Protection Act 2018, and the General Data Protection Regulation (Regulation (EU) 2016/679). Breaches are subject to disciplinary action.
Equality and Diversity
Centre for Psychology is committed to the fair treatment of all people, regardless of gender, race, colour, ethnicity, religion, disability, sexuality, or national origin. No smoking policy applies during working hours within facilities used by the organisation.
Health and Safety at Work
Staff are responsible for the health, safety and welfare of themselves and clients in accordance with the Safety at Work Act 1974.
Qualifications
* Good general education (GCSE level or equivalent) with strong numeracy and literacy.
* NVQ Level 3 in Business Administration.
* ECDL (European Computer Driving License).
* RSA II Text and Word Processing or equivalent experience.
Experience
* Proven administration or secretarial experience in a busy office.
* Proficient in Microsoft Office (Outlook, Word, Excel, Publisher).
Desirable
* Experience in minute-taking.
* Experience with open source programs.
Skills & Knowledge
* High attention to detail and strong IT skills (including Excel).
* Outstanding time management and ability to prioritise under pressure.
* Organised, adaptable, and discreet; able to work independently and as part of a team.
Personal Qualities
* Friendly, approachable, and professional.
* Committed to confidentiality and data protection.
* Demonstrates behaviours aligned with Centre for Psychology values.
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