Counselling Assessment Bookings Coordinator

Ealing Abbey Counselling Service ('EACS') is an established voluntary sector provider of 1:1 low\-cost counselling and psychotherapy to people living in Ealing. We often support people who bring complex histories, needing more in\-depth support over a longer period.

The role: Part\-time Assessment Bookings Coordinator We are looking to recruit an assessment bookings coordinator for the day\-to\-day business of EACS. This post requires telephone contact with an often\-vulnerable client group for assessment enquiries and booking; as well as dealing with general phone or email enquiries. In addition, you would be coordinating all aspects of the weekly assessment bookings and associated administration using Outlook, Word, Excel; as well as other general administrative duties as needed. An interest in and some experience within the counselling field / mental health / voluntary sector would be desirable.

Who we are looking for: The role would be an ideal opportunity for someone with excellent people skills and a good, clear, telephone manner who would enjoy interaction with callers who may be vulnerable or sometimes distressed.

You will have a strong work ethic; be organised and reliable; and be able to multitask effectively while maintaining attention to detail, sometimes under pressure. You will enjoy working collaboratively while also being very capable of working on your own initiative.

As well as having proven office experience, demonstrating strong administrative capabilities and experience using Office software, this role offers an opportunity to be part of a dedicated team contributing to the multi\-faceted aspects of running a voluntary sector high quality counselling service.

Hours: Initially 12 hours Monday to Thursday morning/lunchtime with trajectory to increase to 15 hours. Mondays and Wednesdays must include 9am – 12noon.

Salary: £26,936 pa (pro rata £9,235\.20 for 12 hours per week)

Holiday: Generous holiday package: the office is normally closed for 2 weeks during Christmas / New Year; 2 weeks over Easter; the last 2 weeks of August/early September; and May bank holidays pro rata. A further 3 weeks per annum can be taken during term\-time.

Further information about the role and the application process: Please review the Job Description and Person Specification (below). If you wish to formally apply, we will require completion of an application form; as well as providing your CV and covering letter, stating why you are interested in applying for the role. Please request the application form from martine@eacs.org.uk

Closing Date for Applications: 9am Thursday 2nd July Interviews: Mon 13th / Wed 15th July

JOB DESCRIPTION

ASSESSMENT BOOKINGS COORDINATOR

This post collaborates closely with the Administration \& Placements Coordinator and reports to the management team.

Some tasks are daily / weekly and some occasional.

· Dealing with all telephone enquiries Monday to Thursday.

· Dealing with general email enquiries.

. Other administration as required.

Assessment – One to One General Counselling \& Psychotherapy Service

· Managing the assessment diary: taking bookings; filling cancellations; re\-schedules when required / managing a waiting list if required.

· Coordination of appointment confirmations / processing assessment payments on SumUp / emailing literature for client assessments.

· Following EACS guidelines, identifying clients who would benefit from a ‘clinical pre assessment’ by the Clinical Manager; or who may need to be signposted to another service provider. Liaising with the Clinical Manager in these regards.

· Logging clients identified as needing a ‘clinical pre assessment’ on the database; and logging assessment enquiries which don’t lead to an assessment booking

· Printing and preparing the assessment packs

· Liaising with assessors regarding their availability / planned holidays

· Greeting clients attending assessment, giving clients evaluation forms to complete (paper and on CORE Net).

· Input client email addresses onto CORE Net; file client counselling contracts and ‘contact sheets’

Other Admin

· Keeping client ‘contact sheets’ and client contracts up to date and periodically shredding in line with EACS’ data retention policy

Room bookings

· Follow procedures to book ground floor access rooms for assessments as and when required.

· Weekly updating and printing of counsellor room booking list for display in the communal area.

Meetings

· On the job regular collaboration with the Administration \& Placements Coordinator.

· Periodic review meetings with the management team and attend appraisal sessions as required.

Other

· Assist with holiday cover.

· Administering details for office closure/holiday periods.

· Dealing with any other administrative or general tasks as may develop or reasonably be required.

Outside of Office hours

· Assistance before, during and after any EACS events \- namely the Christmas Party; our bi\-annual CPD seminars on Saturdays; and any other events as may arise.

PERSON SPECIFICATION

ESSENTIAL SKILLS \& QUALITIES REQUIRED

· Excellent communication skills (written and verbal) – ability to deal with people at all levels

· Good, clear telephone manner \& ability to deal with vulnerable people by telephone

· A strong work ethic

· Ability to work collaboratively as part of a small team

· Flexibility in the role

· Able to work under pressure

· Competent IT skills – Microsoft Word, Excel and Outlook

· A methodical approach to working and an ability to multi\-task

· Excellent administrative skills

· Enthusiasm and initiative – a ‘self starter’

· Respect for the confidential nature of our work.

DESIRABLE

· Experience supporting vulnerable people

· An understanding of working in the voluntary / charitable sector

· Experience of working in the helping professions or in a counselling setting

Pay: £26,936\.00 per year

Work Location: In person

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