Administrative Assistant

Role: Administrative Assistant

Based: London Hybrid 1 day per week in office, or Fully Remote (UK)

Rate: £15ph - £19.00ph depending on pay status

Start Date: ASAP

Duration: Temporary for 2-3 months (applications encouraged for permanent role)

Hours: 3 Days Per Week, Not Thursdays

We are supporting a London-based therapy service in recruiting a Temporary Administrative Assistant for a period of 2 to 3 months while a permanent appointment is made. The successful candidate will also be eligible to apply for the permanent role once advertised.

This post is only available to applicants from the LGBTQ+ community as permitted under the Equality Act 2010 as a Genuine Occupational Requirement.

About the Role

You will support the Lead Administrator within a small and dedicated therapy team consisting of 12 counsellors and 1 senior. This is a varied administrative role that requires excellent organisation, clear communication and the ability to manage multiple tasks.

Synopsis of Duties

• Running the counselling inbox, along with the Therapeutic Services Team Lead, this includes responding to client queries, advocate requests, external contacts
• Working on Microsoft and Salesforce to manage new referrals into the therapeutic service - this includes checking through referrals and maintaining accurate records on the CRM in line with new referrals.
• Processing requests for, and tracking travel funds for clients as required
• Booking initial assessments for clients on the waiting list
• Supporting counsellors with any queries - this includes requests for support with systems, equipment, inductions, correct data management
• Co-ordinating the administration of Therapeutic Services Group Work including, booking assessments, contact with Advocacy and Support Teams, communicating with clients and counsellors
• Attending and taking minutes for the Therapeutic Services Core Team weekly meetings and the monthly Counsellors team meeting (and other meetings between Therapeutic Services and Advocacy and Support as required)
• Maintaining accurate data relating to the client journey - this includes assessment, working agreements, case closure
• Checking and processing counsellor Invoices on a monthly basis
• Administration of the Therapeutic Services internal newsletter
• Administration of monthly feedback to counsellors from the evaluation form
• Supporting with the Therapeutic Services transitioning from Microsoft Software to Salesforce
• Along with the Therapeutic Services Team Lead, internal promotion and networking of Therapeutic Services internally
• Organising the Therapeutic Services 6 monthly Away Day, and trainings as required
• Undertaking a range of administrative and data processing tasks to ensure a high-quality service
• Any other reasonable duties as required

Essential Requirements

• Strong organisational and time management skills
• Strong experience and skills in using Microsoft packages such as Excel, Word, Forms, Lists and Outlook
• Experience and knowledge of using Salesforce (or an equivalent CRM)
• Confident communicator with a friendly and professional approach
• Previous administrative experience
• Ability to work independently and handle sensitive information appropriately
• Commitment to supporting LGBTQ+ communities
• Enhanced DBS on the update service or dated within the last 12 months

Working Arrangements

• The role is 3 days per week, excluding Thursdays.
• If based in London, 1 day per week in the office is preferred.
• For candidates based elsewhere in the UK, fully remote working is possible.

This post is only available to applicants from the LGBTQ+ community as permitted under the Equality Act 2010 as a Genuine Occupational Requirement.

Supporting Futures Consulting acts as both an employer and an agency