Part time (Expected hours 20 per week)
£14,430 per annum
Learning Space is a Surrey based charity providing emotional wellbeing and mental health support through solutions focused interventions to children and young people.
The charity has three bases in Redhill, Tadworth and Guildford. They are a charitable organisation which aims to improve the lives of children, young people and their families.
Since 1997 they have offered 1:1 and group support for a range of emotional needs including low self-esteem, anxiety, anger, relationships, bereavement, bullying and neurodevelopmental needs. Their methodology is solution focused, and their approach is to encourage children and young people to recognise and build on their existing strengths. Since April 2021, they have been delivering a range of emotional and wellbeing services to children, young people and families.
Job Purpose
We are looking for an organised and experienced administrator to join the team. Your main focus will be making sure everyone gets the help they need at the right time – whether that is booking them in with our practitioners, following up after missed appointments, or keeping in touch when they are on our waiting list. You’ll keep everything organised in our database, manage diaries, and help our practitioners stay on top of their paperwork. It’s a role that needs someone who is both caring and super-organised as you’ll be juggling lots of different tasks.
We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expects all staff to share this commitment. We are committed to being an inclusive and diverse employer which reflects the community we serve and particularly welcome applications from all underrepresented groups.
Job description
- Manage the 1:1 support workflow by making introductory and follow up telephone calls / emails to clients to book appointments
- Record booked appointments and new contact information onto Evide database
- Complete administrative tasks from booked appointments – add to electronic diary, email clients, email practitioner notes, update electronic filing system, update waiting list from booked appointments
- Manage client cancellations and re-bookings
- Record all required data (attendance, deferrals, and closures) on database regularly
- Ensure maximum use of available resources by making sure all sessions are fully booked
- Follow up “hard to reach” clients with potential closure letters
- Respond to questions and requests for information from clients, referrers and practitioners; update database accordingly
- Assist in the preparation of various reports required by LS Manager, LS Trustees and commissioners
- Assist in the smooth running of the induction programme for new members of staff
- Develop and manage additional administrative systems to ensure the ongoing efficiency of organisation as a whole
- Carry out other administrative duties as required
Person specification
- Strong administrative and organisational skills, with the ability to manage multiple tasks efficiently.
- Excellent communication skills, both written and verbal, with a confident and professional telephone manner.
- Experience in booking and managing appointments, including follow-ups and cancellations.
- Proficiency in using databases and electronic filing systems for data entry and record-keeping.
- Ability to maintain accurate and up-to-date records, ensuring compliance with data management procedures.
- Strong attention to detail and ability to ensure the efficient use of available resources.
- Ability to handle sensitive and confidential information with discretion.
If you are keen to make a positive difference to the lives of children and young people and would like to become part of a highly successful, supportive team, please apply now.
An enhanced DBS check will be required for this role.
Our client is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expects all staff to share this commitment. They are committed to being an inclusive and diverse employer which reflects the community they serve and particularly welcome applications from all underrepresented groups.