Administrators for the Minster Centre Psychotherapy and Counselling Service (MCPCS)

Enquiries – Assessment – Allocation

Dealing with phone and email enquiries including potential MCPCS clients, existing clients, trainee therapists, clinical supervisors, other professional organisations and placement providers. Responding to new client enquiries via emailing of electronic Assessment Application Forms, assessing suitability of enquirer for service, and making appointments with enquirer for assessment. Liaising with Independent Assessors to arrange assessment appointments, obtaining assessor availability calendars, providing assessment packs for facilitation of assessments, chasing and filing completed assessment reports, and providing any necessary training for assessors regarding assessment admin.

Liaising with student services/reception and finance department and clients to manage and update client fees databases or spreadsheets, providing reports and ensuring all session fees are up to date and reporting on any missed payments weekly. Ensuring all electronic monitoring of monies are dealt with according to GDPR and financial procedures. Managing the Disclosure and Barring Service (DBS) checks for students and Minster Centre members, keeping and updating records of DBS information.

Providing strong administrative support to the Clinical Services Manager and regular detailed data information, including reports from Charity Log or other electronic software and systems. Administering MCPCS processes and procedures by designing forms and records formats, ensuring they are available to students, supervisors and clients, and ensuring the service has Microsoft forms available to operate effectively: Assessment packs; Allocation packs; student forms. Keeping data management up to date and archiving files as and when appropriate. Assisting Clinical Services Manager and Deputy Director overseeing MCPCS with additional tasks as requested.

This is not an exhaustive list of duties and responsibilities. The post holder may be required to undertake other duties which fall within the ambit of the role, in discussion with the Clinical Services Manager and Management Committee. The post holder is expected to comply with all relevant policies, procedures and guidelines of The Minster Centre, including those on Equal Opportunities, Health and Safety and the Data Protection Act.

Qualifications

• Good communication skills, including a warm, welcoming, and friendly manner.
• Ability to speak to a range of service users: enquirers, clients, students and staff.
• A good command of written and spoken English.
• Ability to communicate information in a clear and concise manner, whilst maintaining approachability.
• Ability to handle possibly challenging situations on the phone.
• Willingness to learn including attending training relative to the role and service users where required.
• Proven organisational skills, with ability to prioritise work and meet deadlines.
• Knowledge and experience of Salesforce, Charitylog or Access databases and use of Excel.
• Proven knowledge of the use of Microsoft Office, Outlook and Explorer in an office environment.
• Proven ability to input data accurately.
• Proven ability to plan ahead and take initiative when required.
• Proven ability to learn new systems.
• Experience of working in a small, busy office.
• Experience of using databases to manage data (e.g. Access, Charity Log, Salesforce, MindBody).
• An enthusiastic and flexible approach to work.
• Conscientious and diligent.
• Ability to work in a multi‑cultural setting and to appreciate and respect diversity and difference.
• A commitment to the Minster Centre's ethos and values.
• Empathy with the needs of tutors and students in a vocational therapeutic environment.

Desirable

• Experience or understanding of the aims and benefits of psychotherapy and counselling.
• Understanding of data protection.
• Experience of office management.
• Experience of managing Disclosure and Barring Service (DBS) checks.
• Experience of Access or other Databases: to amend design and layout, generate reports, and analyse data.
• Experience of change management, service evaluation and service improvement.
• Experience of working in a mental health, counselling or psychotherapy environment.

To fulfil the role, you must be resident in the UK and have the right to work. You will be required to provide proof of your eligibility to work in the UK. Due to the nature of this role, we regret that we cannot accept applications from current Minster Centre students.

We particularly welcome applications from people from underrepresented groups in the field of psychotherapy and counselling and in our organisation, including people from global majority communities, the LGBTQI+ community, care leavers, people with disabilities and those from other minoritised groups.