Service Administrator – Counselling

Service Administrator Counselling

Job ription and Pe and

Service Administrator – Counselling

Hours

Part-time 22.5 hours per week including Tuesday,Wednesday and Thursday evenings

Leeds MindGrade

Grade1

Contract

Fixed Term until March 2028

Location

Clarence House, Horsforth, Leeds, LS18 4LB with occasionaltravel across Leeds and surrounding areas

Annual Leave

28 days a year plus 8 Statutory holidays, rising to 31 daysafter 3 years (pro rata)

Pension

3% employer contribution, 5% employee contribution,enhanced by salary exchange

ProbationaryPeriod

4 months

Reporting to

Counselling Service Lead

DBS CheckLevel

Enhanced

Introduction

We have faith and optimism in the people who access our services and so delivery is built around their needs. We support the people of Leeds West Yorkshire to discover their own resources to ‘recover’ from periods of poor mental health, and to live life in dependently with their mental health difficulties. Our values of Being Open, Supportive, Brave, Connected and Resourceful are pivotal to the work we do.

The post holder will join Leeds Mind with specific administrative duties for our Counselling Service. The Counselling Service provides person -centred counselling to clients in Leeds and has been a part of Leeds Mind for over 30 years. The post will be based at Clarence House in Horsforth and is part time.

Leeds Mind is the city’s leading mental health charity with a turnover of approximately £3m each year. The Counselling Service is at an exciting point in its growth and this new role will be pivotal in supporting the team and Service Lead in this development.

Belonging at Leeds Mind

Leeds Mind is committed to creating an inclusive environment – equity, diversity and inclusion are at the heart of everything that we do.

We are committed to ensuring that our colleagues, volunteers and people who access our services feel a sense of belonging at Leeds Mind that gives them the confidence to share their unique perspectives and experience.

By creating an inclusive environment that fosters belonging, we aspire to attract colleagues and volunteers who offer diversity of experience and thought. We believe this will ultimately improve the service we provide as well as the employee and volunteer experience.

To find out more about how we are developing this you can click here .

Purpose of the role

To support the counselling team in the administra tive duties required to ensure smooth operational delivery and a sustainable and accessible delivery model .

Team Structure

Therapeutic Services Manager Grade 6

Counselling Service Lead Grade 4

Counselling Service Administrator Grade 1

Counsellors Grade 3

Trainee/Volunteer Counsellors Placement/Voluntary

Main Tasks and Responsibilities

• Use of our CRM system and Excel spreadsheets to o versee effective administration systems, including tracking client payments (income) and proactively and reactively monitoring slot availability and allocations
• Be the f irst point of contact for clients accessing the service on evenings; greeting them on arrival and welcoming them to Leeds Mind
• Processing referrals and discharges for clients accessing the service
• Oversee an effective process for client care, including monitoring the client waiting list, making allocation calls and collating client feedback
• Contribute to s ervice and team development, to ensure continued best practice
• Maintain policies and procedures to ensure a high professional standard , and a counselling service that follows BACP ethical guidelines
• Support the Service Lead in meetings, collaborat ing with marketing and internal and external partnership s for service promotion and growth
• Further administrative duties includ ing email communications with clients, s canning, photocopying and process ing cash payments

Organisation

• Participate in 1:1s, performance and development, including Leeds Mind compulsory training programme
• Attend and participate in service/team meetings
• Work within the framework of Leeds Mind’s policies and procedures
• Promote the values, behaviours and ethos of Leeds Mind
• Respond and report on safeguarding concerns in line with the Leeds Mind safeguarding policy and procedure
• Undertake any other reasonable duties as and when required

Person Specification

Essential

Desirable

Knowledge/Qualifications

• GCSE English and Maths (orequivalent) at grade C/4 orabove
• Understanding of why peoplemay seek counselling and thebenefits of person-centredcounselling

• Understanding and/orexperience of counsellingdelivery
• Understanding of trauma-informed practice and its importance in a counsellingsetting
• Counselling or otherrecognised mental healthqualifications

Skills/Ability

• High level of IT skills,proficient with a wide range ofMicrosoft Office programmes(Word, Excel, Outlook,PowerPoint)
• Excellent administrative,organisational andinterpersonal skills
• Ability to communicate withpeople experiencing a widerange of mental healthdifficulties and life challenges
• Ability to work independently,manage own workload and towork within a service/teamframework
• Ability to maintain clearprofessional boundaries andconfidential working practicesin line with BACP ethicalguidelines

Ability to liaise with a widevariety of stakeholders

Experience

• Handling confidentialinformation in anadministrative setting, in linewith data protectionlegislation
• Providing administrativesupport including receptionand telephone work
• Utilising databases to input,collate, analyse & presentdata

Lived experience of mentalhealth difficultiesWorking in a charityIdentifying and responding tosafeguarding concernsCounselling or psychotherapyas a client yourself

Behavioural

• systems

Developing, implementing and maintaining administrative Managing multiple priorities

0 difficulties workplace Commitment to safeguarding clients and others you may

Lives our values every day – Being Open, Supportive, Brave, Connected, and Resourceful Open to change and able to work flexibly in line with the needs of the service/organisation Commitment to working in partnership with service users, management, and staff Understanding of the challenges faced by people experiencing mental health Demonstrate a commitment to equality and diversity in the

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