Clinical Administrative Officer

Closing date: Sunday 8th June 2025
Interview dates: Weeks commencing 23rd and 30th June 2025Part-time available. Harmless operate a 4-day working model with full time staff working 32 hours per week.£23,812 per annum, pro rata, rising to £24,841 per annum, pro rata, on successful completion of a probationary period.

During the application process you are required to: 

• Attend an interview in person.
• Give details for us to complete Reference checks.
• Complete a basic DBS disclosure.

Please note: In order for you to be successful in applying for the above position you should be eligible to work in the UK or hold a relevant work visa. Clinical quality, safeguarding and integrity are at the heart of what we do. 

 

MAIN PURPOSE AND SCOPE OF THE JOB

 

DUTIES AND KEY RESPONSIBILITES 

• General admin/clerical duties to support our clinical operation including (but not limited to) processing incoming referrals; writing and sending letters and client correspondence; setting up meetings and appointments; photocopying documents; sorting, and opening post.
• Support the overall clinical operation to meet key performance indictors (KPIs) and funding/contractual obligations such as referral response times.
• Maintaining clinical records, filing systems and computer files.
• Answering and screening incoming calls and recording any enquiries professionally, sensitively, discretely, and accurately.
• Responding to phone messages promptly on behalf of the clinical team.
• Responding to emails promptly on behalf of the clinical team.
• Disseminating messages to team members efficiently and promptly.
• To work collaboratively within the Harmless clinical team to ensure the operation is effective and efficient.
• Speaking directly to clients to coordinate and arrange appointments on behalf of the clinical team in a professional and sensitive manner.
• Support the clinical team with monitoring and evaluation through comprehensive data collection and data processing systems. 
• Support the team with the writing, scheduling, and posting of blog articles and other marketing communication regarding the clinical services 
• Support the team with social media activities including scheduling and posting communication around clinical services, and monitoring referrals and messages
• To understand and follow established policies and procedures.
• To be committed to a high standard of client care and safety.
• To carry out any other administrative duties/tasks as may be reasonably required to support the overall Harmless operation such as processing shop orders, monitoring stationary levels and taking notes in meetings.

Skills and Abilities

• Clear and concise written and spoken communication skills (Essential).
• Clear and confident telephone manner (Essential).
• Ability to communicate promptly and efficiently across the Harmless team (Essential).
• Setting up and maintaining records and filing system (Essential).
• Ability to work within a small team with minimum supervision (Essential).
• Ability to work independently, with a good use of initiative and be able to work collaboratively and openly within a team (Essential).
• Ability to communicate with vulnerable clients discreetly and sensitively whilst demonstrating excellent listening skills (Essential).
• Ability to ‘think outside the box’ and respond flexibly and efficiently to organisational needs (Essential).
• Be open to feedback, support, and the development of new skills within the Harmless team (Essential).
• Ability to accurately record messages and disseminate information promptly (Essential).
• Understand the importance of confidentiality and working with confidential information (Essential).
• Ability to work in a timely manner (Essential).

Knowledge/Experience

• A knowledge of office procedures (Essential).
• Must be competent using Microsoft office (Essential).
• Basic knowledge of using office equipment including photocopier and printer (Essential).
• Sound knowledge of and the use of Plain English both written and oral (Essential).
• An understanding of counselling or healthcare services (Desirable).
• An understanding of reception and customer service work (Desirable).
• A basic knowledge of the broader mental health or healthcare system (Desirable).

Harmless CIC values its staff and offers a wide range of benefits to everyone who works here. We’re committed to developing talent and supporting colleagues to have great careers. To support with that, some of the benefits we offer include:

• Six standard weeks annual leave per annum plus bank holidays, on entry, increasing up to seven standard weeks. *
• Occupational sick pay up to six standard weeks per annum. * 
• Employer pension contribution up to 8%. *
• Other staff reward and recognition initiatives that operate throughout the year. 
• Access to Harmless’ CPD accredited specialist training
• Access to Harmless’ annual CPD accredited national self-harm and suicide prevention conferences. 
• Other outstanding CPD opportunities including an opportunity to develop areas of special interest around self-harm, suicide prevention and suicide bereavement. 

*These benefits are linked to our employee loyalty programme and gradually increase based on the number of years of continuous employment. More information is available on request.