Interim Referrals Coordinator and Team Administrator
Posted 1 day 21 hours ago by NHS
Join Brandon Centre as our Interim Referrals Coordinator and Team Administrator for our Counselling and Psychotherapy Service, supporting young people to access timely, compassionate and high-quality psychotherapy.
This is a fast-paced, hands on role at the heart of our Counselling and Psychotherapy Service. You will help coordinate the young person's journey from referral through to assessment, allocation and discharge, ensuring our service is responsive, well organised and welcoming.
Working closely with clinicians, front of house colleagues and partner services, you will manage referrals, waiting lists and appointments, maintain accurate records, and communicate sensitively with young people, families and professionals.
This is a great opportunity for someone who is highly organised, proactive and confident in a busy public facing environment, and who wants their administrative skills to make a real difference.
Brandon Centre has supported young people for over 50 years, providing accessible mental health services for young people under 25. We particularly welcome applications from candidates who live locally to the Brandon Centre.
Please note that this is an in-person role.
We may close this advert early if we receive a high volume of applications.
If you are motivated by meaningful work and want to be part of a supportive, multidisciplinary team, we would love to hear from you.
Main duties of the jobIn this role, you will help make sure young people experience a smooth, responsive and well organised journey into our Counselling and Psychotherapy Service.
You will be a central point of coordination for referrals, appointments and waiting lists, helping the team to keep things moving and ensuring that information is recorded accurately and handled sensitively. You will communicate with young people, families, referrers, clinicians and partner services, so confidence, tact and warmth are essential.
The role also involves supporting the day-to-day administration of the service, including preparing for meetings, updating trackers and systems, sending correspondence, and helping the team stay organised. You will need to be comfortable working in a busy environment, managing competing priorities and using your initiative.
This is a varied, people focused administrative role for someone who is highly organised, accurate, calm under pressure and motivated by supporting young people to access the right help at the right time.
Job details- Job Title - Interim Referrals Coordinator and Team Administrator
- Service - Counselling and Psychotherapy
- Contract - Temporary Contract, 23 month duration, In person role
- FTE - 0.6 (21 hours per week based on a 35 hour week)
- Hours - Mon, Wed, Thu, Fri 9:30-13:00; Tue 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
- Manage the referral, waiting list, assessment and discharge process for young people referred to the counselling and psychotherapy service.
- Receive and process referrals from young people, parents, carers and professionals; liaise with referrers and partner services; book assessment and therapy appointments.
- Record and update assessment/tracking information in Patient Source and the Master Patient Tracker.
- Attend weekly referrals meetings, present referrals to the Intake Manager, and signpost when appropriate.
- Coordinate assessment and therapy appointment offers, send reminders through TextMagic, and generate virtual session links.
- Send opt in messages to uncontactable young people, discharge and notify referrers using NHS Mail templates.
- Prepare agendas, take and type minutes at weekly clinical team meetings; update the Master Tracker and Clinical Risk & Safeguarding Register.
- Maintain accurate electronic records; assist with record audits and support production of reports and service analysis.
- Manage therapist annual leave, monthly duty clinician rota, and client correspondence via Microsoft Teams/Bookings.
- Respond to enquiries from professionals, update the Brandon Centre website and social media, and support service user involvement activities.
- Assist with induction, onboarding and training of new staff members on systems and procedures.
- Participate in weekly supervision and monthly line management meetings with the Intake Manager.
- Working knowledge of safeguarding children and young people.
- Excellent ICT skills - full Microsoft Office (Word, Excel).
- Excellent verbal and written communication skills.
- Excellent time management; able to prioritise workload and meet strict deadlines.
- Skilled in discussing sensitive subjects with a range of stakeholders in a non judgemental way.
- Tactful and diplomatic communication; appropriate empathy with young people.
- Ability to work with clients from diverse backgrounds.
- Strong attention to detail - accurate data input and letter preparation.
- Team player with good working relationships; able to work independently and use initiative.
- Flexible when required.
- Committed to equality and diversity in the workplace.
- Awareness of mental health difficulties in young people.
- Educated to A Level, BTEC (Level 3) or equivalent standard.
- Educated to degree level.
- Experience working as an administrator in a mental health, medical or related setting.
- Experience working within a multi disciplinary team.
- Experience in a busy, public facing service.
- Experience in diary and appointment management.
- Experience navigating the internet to source information.
- Experience explaining services and referral criteria to stakeholders.
- Experience working with young people under 25.
- Experience delivering focus or discussion groups.
- Experience supervising staff members.
- Experience engaging young people or service users in participation work.
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975; a Disclosure and Barring Service check will be required.