LOCATION: Shipley
GRADE / SALARY: D1 £27,294.18 FTE per annum
HOURS: 37.5 hours per week
ACCOUNTABLE TO: Trust Therapies Administration Coordinator
Purpose of the Job:
Provision of day-to-day admin support for our Psychological Therapy services. The role has a significant client facing element, requiring a professional, sensitive and efficient service to colleagues, clients, referrers and partner organisations. You will also be responsible for coordinating and completing administrative tasks related to the recruitment and onboarding of self-employed associates (therapists) and student placements.
Main Duties:
- Communicate with clients & Associates through phone calls and emails as appropriate.
- Support the Triage & Allocation Lead in coordinating referrals, allocation and waiting list management.
- Manage the recruitment process including application, documentation, verifying compliance requirements, preparing contracts or agreements, setting up records on relevant systems, and ensuring timely communication with candidates and internal stakeholders.
- Having the cultural humility to work with people experiencing Severe Mental Illness (SMI), histories of complex trauma and who experience crisis frequently.
- Handle client inquiries with empathy and professionalism, providing necessary information and support.
- Schedule sessions and coordinate logistics for client appointments and group bookings.
- Maintain and update client records in an organised and confidential manner.
- Support MYMUP data collection for the team, ensuring accurate and efficient data capture.
- Carry out monthly MYMUP data cleanse operation for session delivery identifying any gaps and providing data analysis
- Collating data for Subject Access Requests
- Provide administrative support to other departments and team members as required.
- Monitoring the referral inbox.
- Manage referrals at the point of contact, ensuring timely and accurate processing.
- Referral registration/inputting
- Taking team meeting minutes, scheduling and issuing papers
- Provide data to the Data Administrator as required
- Managing and recording client payments.
- Receiving & monitoring associate invoices.
- The post holder will be expected to work flexibly to meet the needs of the service and may be required to undertake other duties appropriate to the grade of the role.
Desirable Experience:
- Previous work using Client Record Management (CRM) systems such as System One, MYMUP, or Beacon for managing client information.
- Running reports on the CRM and assist the team in effective data management.
- Ensure data collation, accuracy and integrity in all client-related records.
- Managing client payments & associate invoices.
- Having worked with people experiencing Mental illness.
Values and Behaviours:
- Create and maintain a culture of respect always challenging and rooting out
- discrimination and stigma.
- Having the cultural humility to work with people experiencing Severe Mental
Illness (SMI), have histories of complex trauma and who experience crisis
frequently.
- Demonstrate a consistent belief in people and tenacity in supporting people to
improve their future.
- Be passionate about our work and inspire others to feel the same.
- Be committed to doing things well and always look for opportunities for
improvement.
- Model excellent partnership and team working.
Person Specification
Listed below are the knowledge, experience skills and values you’ll need to do this job, we will assess these through your application or through tests or interviews after shortlisting.
| Knowledge | Method |
| Qualifications to GCSE Grade 4 or above, or significant equivalent experience | Application |
| Awareness or knowledge and/or lived experience of the challenges facing people who have difficulties relating to their mental health. | Application Assessment |
| Working knowledge of general admin practices and office procedures | Assessment |
| Experience | |
| 2 years’ experience working in clerical, admin or office-based roles | Application |
| Experience of MYMUP data entry, basic data analysis and producing good quality reports using Excel and other software. | Test |
| Some experience of operating client or customer management systems | Assessment |
| 1 years’ experience of a customer or client facing role | Application |
| Skills | |
| Ability to communicate effectively and build rapport with staff, clients and partners in person and on the phone | Assessment |
| Excellent written skills and the ability to produce documents, meeting notes and reports. | Test |
| Competent in Word, Excel, Outlook | Test |
| Data entry and extraction skills | Test |
| Ability to always handle sensitive data with confidentiality | Assessment |
| Values | |
| A firm belief that all people matter and deserve respect | Assessment |
| An evidenced belief that everyone can change | Assessment |
| A track record of delivering on your commitments | Assessment |
| A personal commitment to equality, diversity, and inclusion | Assessment |
The closing date for this role is Tuesday 14 July 2026. Shortlisted candidates will be invited to attend an assessment morning on Thursday 23 July 2026
