Job summary
TO APPLY FOR THIS ROLE, PLEASE DOWNLOAD THE OPEN DOOR APPLICATION FORM ATTACHED TO THIS ADVERT (under "Supporting documents") OR CONTACT US FOR A FULL APPLICATION PACK.
Please e-mail your completed application form to recruitment@opendooronline.org
We are excited to be recruiting a full time role for a Senior Clinical Administrator to join our dynamic voluntary sector adolescent mental health service.
Our mission is to make talking therapy as accessible as possible to all young people in Haringey who need it.
This role will be part of and provide management within our Support Team, which is a key component of our organisation, responsible for ensuring the efficient delivery of Open Door's clinical services in its various locations.
- 1.0 FTE post (37.5 hours per week)
- Must be available to work some evenings until 7pm
- 12 month fixed term contract, with hope of extension
Closing date: Sunday 1st March 2026 @ 23:59
We welcome applications from candidates with lived experience of all kinds, including applicants from the global majority and those who are neurodivergent.
PLEASE NOTE THIS ROLE IS SUBJECT TO AN ENHANCED DISCLOSURE & BARRING SERVICE CHECK AND REQUIRES THE RIGHT TO WORK IN THE UK.
Main duties of the job
The main duties of the Senior Clinical Administrator include:
Please see below for a detailed job description and person specification.
About us
Open Door is an NCL ICB commissioned voluntary sector service based in Haringey, North London, providing a range of therapeutic services for young people aged 12-24 and parents/carers. We form part of the Haringey CAMHS pathway for 12-18 year olds and are a highly regarded clinical service.
Open Door recently received national recognition for our impact, as a 2024 finalist for the Health Service Journal (HSJ) Award for Reducing Inequality and Improving Outcomes for Children and Young People.
Open Door offers talking therapy to adolescents and young adults on a brief, medium and longer-term basis. The team comprises Child & Adolescent and Adult Psychotherapists, Psychodynamic Psychotherapists and Counselling Psychologists who offer psychotherapy, CBT, drama therapy, therapeutic football groups and EMDR.
The clinical team currently comprises 28 qualified and trainee therapists, many of whom are NHS trained and all of whom are professionally accredited. We are a highly skilled team and many of our clinicians also teach on professional trainings.
Open Door works from bases in Crouch End and Tottenham, and provides services in local secondary schools and the Haringey Autism Hub. Most of our work is delivered in person as this is what most young people tell us they want. Demand for the service is high.
We are committed to equality, diversity and inclusion. More than half of our young people are from global majority communities, and approximately 1 in 4 are neurodivergent.
Job description
Job responsibilities
- Line management of administrative staff and non-clinical interns
and volunteers
-
Line management by Operations Manager, with regular debrief about
patient related activity with a senior clinician
-
Providing and managing all aspects of frontline clinical
administration, to include referrals, appointments, outcome measures,
enquiries, interpreting services, supporting therapists and service users, etc.
-
Office management, e.g. ordering supplies
-
Troubleshooting routine IT issues and liaising with the IT support
contractors
-
Ensuring the smooth administration of data collection (including
regular service user outcome measures), data cleaning and inputting, and
production of reports
-
Supporting the implementation of new data systems
-
Participating in income generation, including management of private
therapy room bookings, administrative support of funding applications and of
Trustee fundraisers, in consultation with Line Manager
-
Managing staff and volunteer induction, including (but not limited
to) systems training, ensuring that Open Doors policies and procedures are up
to date, etc.
-
Ensuring that Open Door maintains a therapeutic physical
environment and that spaces are set up as needed for different purposes
-
Human resources administration, e.g. processing requests for
annual leave
-
Supporting external relations, which may include assisting in the
production of media and organising events; monitoring and updating the website
and social media feeds
-
Support for the good governance of Open Door, including the Board
of Trustees and external regulation, providing administrative support as
necessary
-
Ensuring administrative processes evolve in line with best
practice and technological development to optimise efficiency and user
experience
-
Being active in the maintenance of the organisation's facilities
and resources
-
Contributing to the health and safety management of the
organisation
-
Ensuring the facilities are neat, tidy and welcoming at all times
Open
Door currently uses a patient management software package called Clinic Office,
and Office 365 applications. The post holder
is expected to be proficient in the use of Microsoft Word and Excel. Experience using Copilot or other AI
applications and SharePoint would be advantageous, but training will be
provided for Clinic Office and SharePoint as appropriate.
GENERAL
a)
This is not an exhaustive list of duties and responsibilities, and
the post holder may be required to undertake other duties which fall within the
grade of the job, in discussion with their Line Manager.
b)
This job description may be reviewed in the light of changing
service requirements; any such changes will be discussed with the post holder.
POLICIES,
PROCEDURES AND GUIDELINES
a)
The post holder is required to comply with Open Door's policies,
procedures and guidelines, including those related to Equal Opportunities,
Health and Safety, Environmental, Complaints, Child Protection, Safeguarding
Vulnerable Adults, Information Governance and Disciplinary and Grievance.
b)
All information concerning clients and staff must be treated as
strictly confidential at all times.
Job description
Job responsibilities
- Line management of administrative staff and non-clinical interns
and volunteers
-
Line management by Operations Manager, with regular debrief about
patient related activity with a senior clinician
-
Providing and managing all aspects of frontline clinical
administration, to include referrals, appointments, outcome measures,
enquiries, interpreting services, supporting therapists and service users, etc.
-
Office management, e.g. ordering supplies
-
Troubleshooting routine IT issues and liaising with the IT support
contractors
-
Ensuring the smooth administration of data collection (including
regular service user outcome measures), data cleaning and inputting, and
production of reports
-
Supporting the implementation of new data systems
-
Participating in income generation, including management of private
therapy room bookings, administrative support of funding applications and of
Trustee fundraisers, in consultation with Line Manager
-
Managing staff and volunteer induction, including (but not limited
to) systems training, ensuring that Open Doors policies and procedures are up
to date, etc.
-
Ensuring that Open Door maintains a therapeutic physical
environment and that spaces are set up as needed for different purposes
-
Human resources administration, e.g. processing requests for
annual leave
-
Supporting external relations, which may include assisting in the
production of media and organising events; monitoring and updating the website
and social media feeds
-
Support for the good governance of Open Door, including the Board
of Trustees and external regulation, providing administrative support as
necessary
-
Ensuring administrative processes evolve in line with best
practice and technological development to optimise efficiency and user
experience
-
Being active in the maintenance of the organisation's facilities
and resources
-
Contributing to the health and safety management of the
organisation
-
Ensuring the facilities are neat, tidy and welcoming at all times
Open
Door currently uses a patient management software package called Clinic Office,
and Office 365 applications. The post holder
is expected to be proficient in the use of Microsoft Word and Excel. Experience using Copilot or other AI
applications and SharePoint would be advantageous, but training will be
provided for Clinic Office and SharePoint as appropriate.
GENERAL
a)
This is not an exhaustive list of duties and responsibilities, and
the post holder may be required to undertake other duties which fall within the
grade of the job, in discussion with their Line Manager.
b)
This job description may be reviewed in the light of changing
service requirements; any such changes will be discussed with the post holder.
POLICIES,
PROCEDURES AND GUIDELINES
a)
The post holder is required to comply with Open Door's policies,
procedures and guidelines, including those related to Equal Opportunities,
Health and Safety, Environmental, Complaints, Child Protection, Safeguarding
Vulnerable Adults, Information Governance and Disciplinary and Grievance.
b)
All information concerning clients and staff must be treated as
strictly confidential at all times.
Person Specification
Personal Characteristics
Essential
- Ability to work under pressure and as part of a team in a demanding environment
- Good understanding of the importance of a client focused service
- Ability to adapt and change according to daily circumstances and the needs of the charity
- Readiness to try new things
- Ability to recognise when to seek help or appropriate assistance from colleagues
- Willingness to help out when needed
Qualifications
Essential
- Education to degree level or relevant work experience
Experience
Essential
- A successful track record in:
- - managing a small team including volunteers / interns
- - office / facilities management
- - use of customer / patient databases
Desirable
- Experience in a patient-facing role
- Knowledge of how mental health services and services for young people are organised
- Experience of supporting income generation
- Experience in managing websites / social media feeds
Skills and Competencies
Essential
- People management skills
- Excellent communication skills
- Presentation skills
- Ability to use Microsoft Office programmes (must have experience using Microsoft Word and Excel)
- Spreadsheet and database skills
- Ability to learn and manage specialist software packages (e.g. Clinic Office / CareNotes)
- Time management skills
- Excellent customer care skills with sensitivity to the needs and circumstances of Open Door patients
Desirable
- Experience of providing telephone support and / or information to anxious and vulnerable people
Person Specification
Personal Characteristics
Essential
- Ability to work under pressure and as part of a team in a demanding environment
- Good understanding of the importance of a client focused service
- Ability to adapt and change according to daily circumstances and the needs of the charity
- Readiness to try new things
- Ability to recognise when to seek help or appropriate assistance from colleagues
- Willingness to help out when needed
Qualifications
Essential
- Education to degree level or relevant work experience
Experience
Essential
- A successful track record in:
- - managing a small team including volunteers / interns
- - office / facilities management
- - use of customer / patient databases
Desirable
- Experience in a patient-facing role
- Knowledge of how mental health services and services for young people are organised
- Experience of supporting income generation
- Experience in managing websites / social media feeds
Skills and Competencies
Essential
- People management skills
- Excellent communication skills
- Presentation skills
- Ability to use Microsoft Office programmes (must have experience using Microsoft Word and Excel)
- Spreadsheet and database skills
- Ability to learn and manage specialist software packages (e.g. Clinic Office / CareNotes)
- Time management skills
- Excellent customer care skills with sensitivity to the needs and circumstances of Open Door patients
Desirable
- Experience of providing telephone support and / or information to anxious and vulnerable people
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
