Job responsibilities
Job Description
A.
OUTLINE OF POST
Job Title Interim Referrals Coordinator and Team Administrator
Service Counselling
and Psychotherapy
Contract Temporary Contract 3 month duration / In-person
role
FTE 0.6
FTE (21 hours per week based on a 35 hour week)
Hours Mon, Wed, Thur, Fri 9:30-13:00; Tuesday
9:30-17:00 (inc. 30 min unpaid break)
Salary £26,936
per annum pro rata
Location Brandon Centre, 26 Prince of Wales Road,
London NW5 3LG
Reports to Intake Manager, Counselling and Psychotherapy
Service
Accountability Clinical
Director
B.
JOB SUMMARY
This is a temporary role. The postholder will be
responsible for managing the patient journey from referral through to treatment
allocation and discharge for young people referred to our counselling and
psychotherapy service. The role also provides general administrative support to
the counselling and psychotherapy service. This will include receiving and
processing referrals from young people, parents, carers and professionals;
liaising with referrers and other partner services under the guidance of the
Intake Manager; booking assessment and therapy appointments with young people,
recording the discharges; processing outcome monitoring questionnaires; and undertaking
a range of general administrative tasks to support the service. The post holder
may also have opportunities
to contribute to the ongoing development
and continuous improvement of Brandon Centres services for young people through
involvement in service user participation work and quality improvement
activities.
C.
BACKGROUND OF POST
The principal objective of the Brandon Centre, since it was founded in
1969, has been to provide a professional, accessible and flexible service which
responds to the psychological and social needs of young people under the age of
25.
Services include counselling and psychotherapy for young people,
systemic integrative treatment for families, parenting programmes, and
consultation and training for other charities working with young people.
D. PRINCIPAL DUTIES AND RESPONSIBILITIES
1) General:
To treat all clients in a sensitive and
non-judgmental manner.
To maintain confidentiality in accordance with
national, local and Brandon Centre policies.
To support our
front office with opening the building, locking up, and covering lunch breaks
as and when required.
2) Psychotherapy
Service duties:
Overseeing and maintaining the Camden and Islington
referrals and waiting lists for assessment and treatment, ensuring the process
is efficient and responsive at all times.
Taking referrals by telephone, email and in person
from professionals, parents and young people; checking eligibility, identifying
and escalating any risk concerns to the duty clinician, and accurately
recording all referral information on Patient Source and the Master Patient
Tracker.
Attending the weekly referrals meeting to present
and review referrals with the Intake Manager; liaising with front of house
staff, professionals and other services regarding referrals and signposting;
and maintaining up-to-date signposting resources.
Coordinating assessment and therapy appointment
offers for Camden and Islington young people: managing waiting lists, sending
offers and reminders via TextMagic, updating therapist calendars, generating
virtual session links, and keeping the Master Patient Tracker accurate
throughout.
Sending opt-in messages to young people who are
uncontactable or who have DNA'd appointments, discharging and notifying
referrers where appropriate, using agreed templates via NHS Mail.
Attending the weekly clinical team meeting:
preparing and distributing the agenda, taking and typing minutes, recording
therapy preferences and RAG ratings, and updating the Master Tracker and
Clinical Risk and Safeguarding Register following each meeting.
Maintaining accurate records across all electronic
systems, including Patient Source case notes, the Master Patient Tracker and
the Therapy Vacancy Spreadsheet; assisting with record audits and supporting
the production of reports and service analysis.
Managing therapist annual leave on Microsoft Teams
Bookings and maintaining the monthly Duty Clinician Rota; formatting and
sending client correspondence, follow-up questionnaires and waiting room
information updates.
Dealing with enquiries from professionals and other
services; updating the Brandon Centre website and social media accounts; and
supporting service user involvement activities.
3) Supervisory
duties
Assisting with induction of new staff members to
familiarise them with counselling and psychotherapy day to day procedures and
administration.
Onboarding and Training new staff members on
systems and databases.
Participating in weekly supervision meetings with
Intake Manager to go through any issues relating to the referrals or liaison
with young people and professionals.
Participating
in monthly line management meetings to review progress, discuss support needs,
and agree actions to help the post holder deliver organisational objectives and
personal development goals.
General responsibilities for all Brandon
Centre staff
All employees of the Brandon
Centre are required to observe legislation, Brandon Centre policies, standards
and guidelines relating to confidentiality, information governance, risk
management, safeguarding children, safeguarding adults, equal opportunities,
data protection, freedom of information, health and safety, infection control,
and the Health and Social Care Act 2008 (previously known as the Hygiene Code).
Confidentiality and data protection
All Brandon Centre employees
are required to ensure that personal data and personal information concerning
service users and staff is protected at all times, to maintain confidentiality
in accordance with the Brandon Centres policy on confidentiality and
information governance, and data protection legislation.
Staff are required to obtain, process and/or use personal
information in a fair and lawful way, to hold personal information only for the
specific registered purpose, and to only share or disclose data to authorised
persons or organisations following the strict guidelines and principles as
outlined in Brandon Centre policies. as instructed
All Brandon
Centre employees are expected to sign a confidentiality agreement on taking up
their post at the Centre.
Safeguarding of children and adults
All staff have a responsibility to safeguard
and promote the welfare of all children and adults who they come into contact
with during the course of their work at the Brandon Centre. The post holder
will receive the appropriate level of training, both at induction and on an
on-going basis. She/he is responsible for ensuring that they are familiar with,
understand and always work within the safeguarding policies of the
organisation.
Health
records, record keeping and record management
All staff have an obligation to ensure that patient
records (both paper and electronic) are maintained in accordance with Brandon
Centre policies, to facilitate clinical care and effective administration, and
to ensure that confidentiality is protected at all times. All staff are advised
to compile records on the assumption that they are accessible to patients in
line with the Access to Health Records Act 1990.
Equality and Diversity
The Brandon
Centre is committed to equality in employment and service delivery. Its Equal Opportunities
Policy aims to ensure that no job applicant or employee receives less
favourable treatment on the grounds of sex, race, colour, religion, marital
status, sexuality, age or disability and is not placed at a disadvantage by
conditions or requirements which cannot be shown to be justified. All those
working for Brandon Centre are expected to actively promote equality and
diversity in all aspects of their work.
Health and Safety
Employees must be aware of
the responsibilities placed on them under the Health and Safety at Work Act
(1974), and to ensure that agreed safety procedures are carried out to maintain
a safe environment for employees, patients and visitors.
Infection Control
The post holder will ensure
compliance with the Brandon Centres Infection Prevention and Control policies
and procedures, and the Health and Social Care Act 2008, ensuring that the risk
of healthcare associated infection to service users and staff is minimised.
Waste
disposal
All staff must ensure that waste produced within
the Centre is disposed of in such ways that control risk to health or safety of
staff and the public alike in accordance with relevant legislation and
procedures contained within the policy.
Smoke
free environment
There is a no smoking policy in operation in the
Brandon Centre. In accordance with this policy smoking is positively
discouraged and is not permitted on the premises.
