Administrator

Harrogate, Please select a region, state or province., United Kingdom

Job Title: Administrator

Reporting to: Senior Case Manager

Location: Harrogate/Horsforth and home working (hybrid)

Hours: Full-time 37.5 hours per week, willing to consider part-time hours

Salary: £24,500 - £28,000 

About us 

Oakdale was established over twenty five years ago and is highly regarded as a professional therapy provider for adults as well as children and their families. We are a not-for-profit community based organisation and our team is united by a commitment to provide flexible, bespoke, evidence-based and high-quality clinical services to meet the particular needs of each of our clients as well as the requirements of commissioners for an appropriate, collaborative, value for money service. The Oakdale Group provides a wide range of specialist assessments (including for autism, ADHD and developmental trauma) as well as a variety of psychological therapies for children, young people and adults. Many of our services are commissioned by the NHS, Local Authorities and schools, and include services for NHS staff. Others are accessed by members of the public who pay for them privately, through medical insurance or with employer assistance.

The role 

We are looking for a conscientious and hard working team player to join our existing Case Management Administration Team. As part of this team, you would share responsibility for the day to day case management of the private psychological therapies service and to provide comprehensive administrative duties and some general office duties. You may be required to offer administrative support to the different services in the organisation e.g. NHS commissioned contracts and Schools and to contribute to good working relationships with local partnerships. As an administrator you would need to demonstrate an ongoing commitment to personal and professional development, attention to detail and ongoing database management.

You would need to work with some flexibility to help Oakdale meet the needs of our clients. We are looking for someone who wishes to contribute towards the positive reputation of Oakdale, its success and development, and most importantly to the health and wellbeing of our clients.

The role will be based in Harrogate or Horsforth with hybrid working available. 

Job Description 

The post holder’s duties will include: 

• Working as a pivotal member of the Case Management Team and liaising effectively with the reception administration team.

• Understanding and supporting the different services in the organisation and the resources required by the different departments e.g. Schools, Local Authorities, NHS commissioned contracts etc.

• Supporting the different clinical pathways within the organisation at an administrative level and maintaining good working relationships with local partnerships.

• Taking assessment calls from new and existing clients seeking assessment and/or psychological therapy at the Oakdale Centre.

• Conducting brief telephone assessments including noting contact information and finding out relevant clinical information and preferences for assessment / treatment.

• Working with the team to allocate all new referrals in a timely manner to an appropriately qualified and experienced therapist to match the requirements of the case. 

• Accurate inputting of all information of the client database.

• Getting to know and liaising with practitioners regarding their therapeutic modalities and areas of clinical interest / speciality and to develop and maintain a good working alliance.

• Understanding practitioner availability and using it in the allocation of new cases

• Understanding and implementing Oakdale’s pricing model so that you can discuss fees with clients and agree these with practitioners.

• Arranging appointments and managing practitioners’ diaries as required.

• Provide administrative support to clinicians.

• Helping to prepare clinical packages of support in the format of costed assessment / therapy proposals for externally funded support e.g. therapy funded by employers.

• Dealing with the release of notes requested by clients or external agencies with the support of the senior case manager and governance team.

• Ensuring high standards of clinical governance are maintained in relation to clinical records, with support from the senior case manager and governance team.

• Using the database application to analyse and run case management services required by the organisation including: demographics, clinical services delivered, clinical outcomes and client satisfaction.

• Support with the recruitment and induction of new practitioners.

• Referring promptly to the senior case manager or another senior member of the clinical team for advice in the management of complex cases, complaints, ad-hoc requests and new business enquiries.

• Potential to hold a small clinical caseload (if clinically qualified).

Additional Duties 

• To be an integral member of the Oakdale team and contribute to its positive reputation and development. 

• To undertake any other reasonable duties as may from time to time be required supporting Oakdale’s clinical and management teams. 

• To comply with the requirements of the Centre’s policies and procedures. 

Person Specification 

• Someone who shares Oakdale’s values and is willing to go the extra mile to support their colleagues and help our service users as part of a small, dedicated and close knit team.

• Ability to develop good and supportive relationships with all stakeholders, inspiring trust and confidence within the organisation and externally.

• High level of personal responsibility, trustworthiness and reliability.

• Excellent administrative and IT skills.

• A strong communicator with a calm, respectful and professional manner.

• Excellent written communication skills.

• Proactive, organised, systematic and logical worker.

• Ability to handle sensitive and confidential information in a professional and empathic manner.

• Excellent attention to detail and an aptitude for methodical accurate work.

• The ability to work under pressure and to meet deadlines.

• Experience in health or social care is desirable.

• Interest and/or training or qualifications in psychology or counselling/psychotherapy advantageous.

• Experience in using a clinical database application would also be advantageous.

What we offer:

In return for the hard work and dedication of our teams, we offer the following benefits:

• Salary of £24.5-28K

• 21 days annual leave plus bank holidays (rising after the length of service) 

• Enhanced Occupational Sick Pay (OSP)

• Cycle-to-work schemes

• Simplyhealth Programme, including Employee Assistant Programme, GP, and priority physiotherapy access

• Fully funded flu vaccines.

• Eyecare voucher scheme 

• Employee discount scheme

• Technology salary sacrifice scheme for home appliances, tablets, mobiles, TVs, fitness trackers, and more

• A supportive culture that values work-life balance, including agile working and the option to apply for flexible working from day one.

• Ongoing CPD (internal & external)  - we work with experts to bring high-quality CPD to our teams, to help further their skills and knowledge, and to improve the support.

Interviews will be offered on an ongoing basis - please do not delay applying