We are seeking a flexible, part-time, self-emplyed administrator for a small independent mental health service who provide assessment and intervention for young people and families in distress.

You would be the first point of contact, by email or phone, for parents looking for interventions for their children. You would have some ongoing contact with older adolescent patients as well as parents/carers and professionals. We see children, adolescents (and their families) with mental health difficulties such as anxiety, depression or emotionally based school avoidance. We see many neurodivergent clients and also assess for autism and ADHD.

You would have regular communication with the four other members of the team (a CAMHS psychiatrist, neurodevelopmental nurse, mental health practitioner and occupational therapist), supporting them however is needed for all administrative matters; by setting up digital medical records, helping to arrange diaries and appointments, formatting and sending out reports, billing for services and checking payments are received (amongst other duties).

We would prefer that you already have experience working in mental health or medical settings, with patients or those experiencing distress. We are looking for someone who is able to provide a warm, calm, clear response to those making enquiries yet is also able to say no and redirect when needed. There is very high need and demand for the service, which remains small and friendly.

You would be someone who is organised, skilled at IT (and can guide the team in this at times), communicates straightforwardly and professionally. Being able to work independently and proactively, yet recognise the limits of your role, is essential.

There would be use of Google Suite, spreadsheets, Wix, Jotform, databases and possibly practice management software. Knowledge of GDPR and managing highly sensitive information is needed. A willingness to learn about our services and related health, education and social services is also important.

In addition, if you bring experience in practice management or a flair for developing efficient systems, finance experience or digital design skills, this would be of great use to the business and your role could grow or be negotiated beyond this administration role.

This is a self-employed role that is paid hourly, between £18 and £23 per hour, final agreement based on experience and skillset. Part-time hours could be flexible, around 12 to 15 hours per week, but must include availability on a Thursday. Ideally you could check/respond to phone messages and emails most days Monday to Friday.

You would be working remotely, with email and phone contact with clients, ideally available to join occasional team meetings on a Thursday in Clifton, Bristol.

This role could suit somebody with other flexible part-time jobs or responsibilities, who is able to respond in a timely way to emails and phone calls (ideally within 24 hours in the working week).

It may interest medical secretaries, although note that as it is outside of the NHS it also includes invoicing, working with insurance companies and checking payments are received.

You would be managed by the business owner, a consultant child & adolescent psychiatrist, and would invoice monthly.

Responsibilities

• Direct liaison by email and phone call with patients and families.

• Creating digital medical records

• Arranging appointments and helping manage diaries

• Keeping communication and medical records organised and GDPR compliant, eg closing them at specific times.

• Formatting and sending letters, reports & prescriptions

• Invoicing insurance companies and arranging direct debit set up and payments

• Monitoring and chasing payments

• Regular communication with four team members plus generally admin support for the clinical team with their duties.

Attributes

• Good IT skills, to patiently guide the team when needed.

• Warm, professional, calm, clear communication skills on the phone and in writing

• Ability to be responsive, though this can be spread across the week.

• Careful with details, reliable and organised

• Initiative to potentially improve administrative systems

• Confident to work independently, able to adapt to change, and ask for help when uncertain