APPLICATION CLOSING DATE 22nd SEPTEMBER 2025
Applications by CV accepted demonstrating how the CV relates to the JD & PS.
Applications by email to:
Job Title:
Administrative Assistant
Grade:
Band hours)
Department:
NHS Talking Therapies
Base:
Guildford and Camberley Offices – remote working from home by agreement
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.
MAIN DUTIES AND RESPONSIBILITIES OVERVIEW
The post holder will assist in delivering an effective and efficient administration service to provide quality client care. This will include general clerical and administrative duties that facilitate the administrative elements of the entire client pathway covering:
* 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.
* The post holder will have skills in all areas of administrative functions to enable them to support the client pathway following agreed operating procedures to ensure that functions of the role are carried out correctly within given timescales.
Communication
* Receive and assist clients and healthcare professionals either in face to face or telephone contact in a friendly manner, addressing and directing their enquiries appropriately within the NHS Talking Therapy service. This duty may require providing cover on a rota basis.
* Monitor and manage incoming emails and correspondence.
* Administer the appointments process including registering clients, making bookings, cancelling, rearranging and processing DNA'd appointments and forwarding on electronic referrals where required, meeting agreed timescales.
* Assist in the daily management of waiting list activity and respond to urgent tasks
* Undertake general admin duties including, but not limited to, distributing emails, room bookings, scanning, photocopying, printing as required.
* Assist in the production of client information packs.
* Provide routine non-clinical advice, information, guidance or ancillary services directly to clients, relatives or carers.
* Assist with any changes to service provision or administrative systems as requested.
Data Systems
* Maintain and update filing systems for correspondence, activity and information.
* To monitor and report on website maintenance.
Review
* These duties and responsibilities will be regularly reviewed with the post holder and changes may be agreed over time.
Policies and Procedures
Centre for Psychology employees are expected to follow organisational policies, procedures and guidance as well as any applicable professional standards and guidelines.
Confidentiality
* Much of the work is of a confidential nature. This means that no discussion should take place about the care, needs, or activities of any service user, except in the clear interest of that service user or other members of staff. Staff are reminded that 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 of confidentiality are subject to disciplinary action.
Equality and Diversity
Centre for Psychology is committed to the fair treatment of all people, regardless of their gender, 'race', colour, ethnicity, ethnic or national origin, citizenship, religion, disability, sexuality.
Smoking
Centre for Psychology has a no smoking policy and smoking is not permitted during working hours within the area of any facility used by the organisation.
Health and Safety at Work
Staff employed by Centre for Psychology are responsible the health, safety and welfare of staff and clients in accordance with the Safety at Work Act 1974.
What We're Looking For:
Qualifications:
Good general education (GCSE level or equivalent) with strong numeracy and literacy.
Desirable:
* 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.
* Customer service experience.
* Proficient in Microsoft Office (Outlook, Word, Excel, Publisher).
Desirable:
Experience in minute-taking.
Skills & Knowledge:
* Excellent written and verbal communication.
* 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.
Desirable:
Experience with open source programs.
Personal Qualities:
* Friendly, approachable, and professional.
* Committed to confidentiality and data protection.
* Demonstrates behaviours aligned with Centre for Psychology values.