Administrator & Assistant Psychologist (Split Post)

We are seeking a confident, highly organised, and enthusiastic professional to join our busy psychological practice. This unique split role is an excellent opportunity for a psychology graduate to launch their career in clinical psychology while gaining valuable experience alongside our clinical team and professionals.

The successful candidate will balance high-level administrative responsibilities with Assistant Psychologist duties. You will provide vital operational support to our core clinical team and our network of associates, ensuring the smooth daily running of the practice.

Additional benefits

• Strong links to various Clinical Psychology Doctorate and CAP programmes in the Midlands through placements, workshops, and involvement in a range of other activities.
• Support with preparing for and completing CAP and/or clinical psychology doctorate applications can be a part of supervision as required.
• Opportunities for upskilling and training in relevant clinical areas e.g. conducting psychometric assessments (WAIS, WISC), ADOS training, therapeutic skills.
• Clinical supervision and support from an experienced Clinical Psychologist.
• Parking is free and/or nearby on road.
• Free refreshments at clinics.
• Employee Assistance Programme (EAP).
• Income Protection Plan.
• Company pension.

Main duties of the job

You will be a crucial member of our small, friendly admin team in a busy psychological practice underpinned with trauma informed principles. You will be providing a compassionate, professional clinical service that is instrumental in the quality of care our clients receive.

You will have the ability to prioritise a number of tasks with differing deadlines and levels of importance across our many and varied contracts. You will be a great team player with initiative and a willingness to turn your hand to anything to help and support your colleagues. This is a key position in a small and busy team and we are looking for someone dynamic, enthusiastic and up for the challenge of this fast paced, forward moving role.

Job responsibilities

The key areas of responsibilities are to provide:

• Administrator (0.8 WTE)
• Reception duties: Serve as one of the primary points of contacts. Welcome clients in a warm and welcoming manner. Answer the telephones, filter and support incoming queries or referrals.
• Diary Management: Coordinate multiple and complex schedules, including clinician diaries, clinical supervision, internal meetings, and room bookings.
• Referral Coordination: Serve as the primary, end-to-end point of contact for all enquiries; screen incoming calls, schedule clinical appointments, and coordinate case allocations by liaising directly with clinicians. Proofread, format, and distribute clinical correspondence with high accuracy.
• Communication & Liaison: Liaise between the practice, clients, commissioners, and service providers, manage emails, draft correspondence and send proposals.
• Reporting: Assist the clinical team by drafting, formatting, and proofreading reports, collate clinical data from multiple sources while maintaining confidentiality.
• Organisation: Maintain filing systems, both digital and physical, to ensure efficient retrieval of information. Keep track of important documents, contracts, and deadlines.
• Financial Management: Handle ad hoc expenses and work in conjunction with the Finance team on various projects. Collaborate with the Finance team to create and develop company proposals for potential commissioners.
• Meeting Administration: Prepare meeting agendas, compile necessary paperwork, attend key business and clinical meetings, and record minutes.
• Assistant Psychologist (0.2 WTE / 1 Day per Week)
• Clinical Casework: Support direct clinical work with clients across the lifespan under the supervision of a Clinical Psychologist.
• Neurodevelopmental Assessments: Observe and support neurodevelopmental assessments, including conducting school observations, scoring psychometric questionnaires, and liaising directly with families and education staff.
• Psychometric Testing: Administer, score, and provide brief interpretations of psychometric assessments.
• Literature Reviews and creating resources: Undertake literature reviews and create resources as required.

Core Professional Competencies

• Confidentiality: Maintain strict data security and handle sensitive clinical, financial, and business information with the utmost discretion.
• Technical: Demonstrate high literacy across modern software platforms, including Google Suite, digital calendars, and practice management communication tools.
• Problem-Solving: Anticipate operational challenges, proactively address service blocks, and handle unexpected situations with composure.
• Adaptability: Adapt flexibly to shifting business priorities, and represent Phoenix Psychology's ethics, values, and professional standards across all communication channels.

This is a full-time position based primarily across our two West Midlands clinics in Honiley and Mere Green, with opportunities for remote work subject to business needs. The clinical work will involve shadowing and joining therapy and assessment appointments at both our Clinics and Commissioner sites, along with online appointments.

To be noted

This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager. This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder. The post holder is expected to comply with all relevant organisational policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.

Person Specification

Skills and Abilities

• Excellent communication skills both verbal and written, including ability to communicate sensitive information to clients, families, colleagues and other professionals and liaise with practitioners and managers across statutory and third sector organisations.
• Excellent organisational and time management skills including the ability to plan, prioritise and multi-task for self and others.
• Excellent active and interpersonal listening skills including dealing with individuals in distress.
• Ability to work with people from differing social backgrounds.
• Able to work both collaboratively and autonomously.
• Being trauma informed and compassionate across tasks/environments.

Experience

• Experience in an administrative/secretarial role within a professional environment (minimum 6 months).
• Experience of office systems, IT packages and procedures including database development and management.
• Experience of communicating with people throughout the life span (young people, families and adults).
• Experience of working with children and/or adults with mental health difficulties, learning disabilities and/or neurodevelopmental conditions.
• Experience in an administrative/secretarial role within a relevant field (e.g. health, social care, education).
• Experience at preparing presentations.
• Experience with psychological assessment, interviews, questionnaires and report writing.

Understanding and knowledge

• Working knowledge of confidentiality/data protection regarding all information.
• A genuine interest and commitment to working within mental health services.
• A knowledge of the psychological problems experienced by individuals.
• An understanding of learning disabilities and neurodevelopmental presentations.

Qualifications

• 2:1 Bachelors degree with Honours in Psychology.
• Graduate Basis for Chartered Membership of the British Psychological Society.
• Eligible to work in the UK.
• Enhanced Disclosure from the Disclosure Barring Service.
• A valid driving licence and access to a vehicle for travel between sites is essential for this role.
• A First-class psychology degree.
• NVQ 3 in Business Administration or equivalent.

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.