During the application process you are required to: 

• Attend an interview in person.
• Give details for us to complete Reference checks.
• Complete a basic DBS disclosure.

MAIN PURPOSE AND SCOPE OF THE JOB

DUTIES AND KEY RESPONSIBILITES 

• General admin/clerical duties to support our clinical operation including (but not limited to) processing incoming referrals; writing and sending letters and client correspondence; setting up meetings and appointments; photocopying documents; sorting, and opening post.
• Support the overall clinical operation to meet key performance indictors (KPIs) and funding/contractual obligations such as referral response times.
• Maintaining clinical records, filing systems and computer files.
• Answering and screening incoming calls and recording any enquiries professionally, sensitively, discretely, and accurately.
• Responding to phone messages promptly on behalf of the clinical team.
• Responding to emails promptly on behalf of the clinical team.
• Disseminating messages to team members efficiently and promptly.
• To work collaboratively within the Harmless clinical team to ensure the operation is effective and efficient.
• Speaking directly to clients to coordinate and arrange appointments on behalf of the clinical team in a professional and sensitive manner.
• Support the clinical team with monitoring and evaluation through comprehensive data collection and data processing systems. 
• Support the team with the writing, scheduling, and posting of blog articles and other marketing communication regarding the clinical services 
• Support the team with social media activities including scheduling and posting communication around clinical services, and monitoring referrals and messages
• To understand and follow established policies and procedures.
• To be committed to a high standard of client care and safety.
• To carry out any other administrative duties/tasks as may be reasonably required to support the overall Harmless operation such as processing shop orders, monitoring stationary levels and taking notes in meetings.

Skills and Abilities

• Clear and concise written and spoken communication skills (Essential).
• Clear and confident telephone manner (Essential).
• Ability to communicate promptly and efficiently across the Harmless team (Essential).
• Setting up and maintaining records and filing system (Essential).
• Ability to work within a small team with minimum supervision (Essential).
• Ability to work independently, with a good use of initiative and be able to work collaboratively and openly within a team (Essential).
• Ability to communicate with vulnerable clients discreetly and sensitively whilst demonstrating excellent listening skills (Essential).
• Ability to ‘think outside the box’ and respond flexibly and efficiently to organisational needs (Essential).
• Be open to feedback, support, and the development of new skills within the Harmless team (Essential).
• Ability to accurately record messages and disseminate information promptly (Essential).
• Understand the importance of confidentiality and working with confidential information (Essential).
• Ability to work in a timely manner (Essential).

Knowledge/Experience

• A knowledge of office procedures (Essential).
• Must be competent using Microsoft office (Essential).
• Basic knowledge of using office equipment including photocopier and printer (Essential).
• Sound knowledge of and the use of Plain English both written and oral (Essential).
• An understanding of counselling or healthcare services (Desirable).
• An understanding of reception and customer service work (Desirable).
• A basic knowledge of the broader mental health or healthcare system (Desirable).

• Six standard weeks annual leave per annum plus bank holidays, on entry, increasing up to seven standard weeks. *
• Occupational sick pay up to six standard weeks per annum. * 
• Employer pension contribution up to 8%. *
• Other staff reward and recognition initiatives that operate throughout the year. 
• Access to Harmless’ CPD accredited specialist training
• Access to Harmless’ annual CPD accredited national self-harm and suicide prevention conferences. 
• Other outstanding CPD opportunities including an opportunity to develop areas of special interest around self-harm, suicide prevention and suicide bereavement.