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 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 provide all office and administrative functions 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 Clinical Administrator include:
- Taking and processing referrals for our service
- Correspondence and communication with patients, professionals & other stakeholders
- Creating appointments and updating records on our patient management database
- Providing administrative support to our clinical team
- Welcoming and greeting patients & visitors to our office
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
a) Referrals, appointments and clinical administration
-
Take and process referrals
-
Correspondence
and communication with patients, professionals and other contacts by letter, telephone,
e-mail, etc.
-
Set
up appointments in the patient management database and ensure patient records
are up to date at all times
-
Provide administrative support to Open Door's clinical team
-
Ensure that patients attending appointments are appropriately
greeted
-
Liaison and co-operation with other administrative staff,
volunteers, and the clinical team
-
Organisation of waiting room, resources and notice boards
-
Organisation of room bookings for Open Door and private therapists
-
Booking and maintaining records for interpretation services
-
Support the Intake Team to ensure that the waiting list is
properly managed and updated
-
Communicating with and having knowledge of other local services as
required
Open
Door currently uses a patient management software package called Clinic Office,
together with Microsoft Office, to aid the administration of these functions. The post holder is expected to be proficient
in the use of these software packages, but training will be provided for Clinic
Office and Excel as appropriate.
b) Information systems
-
Administration of outcome measures completed by patients at key
stages in their treatment
-
Helping to prepare information for the management of Open Door's
work or for external funders
c) Other Support
-
Responsibility for opening and closing the office
-
Ensuring the facilities are neat, tidy and welcoming at all times
-
Ability to take on smaller one-off tasks / projects aimed at improving
administrative processes
-
Offer administrative support to additional projects where
required, such as the production and distribution of Open Door's annual report,
organising public events or contributing to the process of funding applications
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
a) Referrals, appointments and clinical administration
-
Take and process referrals
-
Correspondence
and communication with patients, professionals and other contacts by letter, telephone,
e-mail, etc.
-
Set
up appointments in the patient management database and ensure patient records
are up to date at all times
-
Provide administrative support to Open Door's clinical team
-
Ensure that patients attending appointments are appropriately
greeted
-
Liaison and co-operation with other administrative staff,
volunteers, and the clinical team
-
Organisation of waiting room, resources and notice boards
-
Organisation of room bookings for Open Door and private therapists
-
Booking and maintaining records for interpretation services
-
Support the Intake Team to ensure that the waiting list is
properly managed and updated
-
Communicating with and having knowledge of other local services as
required
Open
Door currently uses a patient management software package called Clinic Office,
together with Microsoft Office, to aid the administration of these functions. The post holder is expected to be proficient
in the use of these software packages, but training will be provided for Clinic
Office and Excel as appropriate.
b) Information systems
-
Administration of outcome measures completed by patients at key
stages in their treatment
-
Helping to prepare information for the management of Open Door's
work or for external funders
c) Other Support
-
Responsibility for opening and closing the office
-
Ensuring the facilities are neat, tidy and welcoming at all times
-
Ability to take on smaller one-off tasks / projects aimed at improving
administrative processes
-
Offer administrative support to additional projects where
required, such as the production and distribution of Open Door's annual report,
organising public events or contributing to the process of funding applications
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
Qualifications
Essential
- Education to A-Levels or above
Skills and Competencies
Essential
- Excellent customer care skills with sensitivity to the needs and circumstances of Open Door patients
- Excellent administrative skills and the ability to manage a number of tasks simultaneously
- Excellent ability to prioritise effectively
- Ability to use Microsoft Office programmes (Outlook, Excel and Word) for administrative functions and to use multiple applications at the same time
- Excellent standards of literacy and numeracy
- Excellent verbal and written communication skills and comfortable making and taking phone calls
- Ability to learn specialist software packages (e.g. Clinic Office)
- Excellent time keeping and time management skills
Desirable
- Ability to respond well to unpredictable changes in circumstances
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 patient focussed 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
- Flexibility & Adaptability: Being willing to work on tasks outside your core duties to meet changing business needs
- Teamwork: Supporting colleagues during busy periods, covering for absences, or helping to meet tight, unpredictable deadlines
- Proactive Attitude: Showing initiative by spotting where help is needed and offering assistance without being asked
- Positive Attitude: Adopting a "can-do" approach, especially under pressure
Experience
Essential
- Experience of office administration
- Experience of using information systems or databases
Desirable
- Experience of clinically based office procedures
- Experience of working with young people who are vulnerable and at risk
Person Specification
Qualifications
Essential
- Education to A-Levels or above
Skills and Competencies
Essential
- Excellent customer care skills with sensitivity to the needs and circumstances of Open Door patients
- Excellent administrative skills and the ability to manage a number of tasks simultaneously
- Excellent ability to prioritise effectively
- Ability to use Microsoft Office programmes (Outlook, Excel and Word) for administrative functions and to use multiple applications at the same time
- Excellent standards of literacy and numeracy
- Excellent verbal and written communication skills and comfortable making and taking phone calls
- Ability to learn specialist software packages (e.g. Clinic Office)
- Excellent time keeping and time management skills
Desirable
- Ability to respond well to unpredictable changes in circumstances
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 patient focussed 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
- Flexibility & Adaptability: Being willing to work on tasks outside your core duties to meet changing business needs
- Teamwork: Supporting colleagues during busy periods, covering for absences, or helping to meet tight, unpredictable deadlines
- Proactive Attitude: Showing initiative by spotting where help is needed and offering assistance without being asked
- Positive Attitude: Adopting a "can-do" approach, especially under pressure
Experience
Essential
- Experience of office administration
- Experience of using information systems or databases
Desirable
- Experience of clinically based office procedures
- Experience of working with young people who are vulnerable and at risk
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.
