About this role
Job summary
Join Brandon Centre as our Interim Referrals Coordinator and Team Administratorfor 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 persons 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 job
In 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.
About us
Brandon Centre is a long-established mental health charity supporting young people under the age of 25. Since 1969, we have provided accessible, flexible and professional services that respond to the psychological and social needs of young people.
Our work includes counselling and psychotherapy, family and parenting support, consultation and training. This role sits within our Counselling and Psychotherapy Service, a committed multidisciplinary team working together to help young people access the right support at the right time.
We are a small, friendly and values-led organisation, with a strong focus on compassion, confidentiality, safeguarding, inclusion and high-quality care. The atmosphere is busy, collaborative and purposeful, with staff working closely across clinical, administrative and front-of-house roles to keep services responsive and well organised.
Working at Brandon Centre offers the chance to use your skills in a role that has a direct impact on young peoples lives. You will be part of a supportive team where accuracy, initiative, kindness and good communication are highly valued.
We particularly welcome applications from people who live locally to the Brandon Centre and who are motivated by making a practical difference in their community.
Job description Job responsibilities
Job Description
A. OUTLINE OF POST
Job Title Interim Referrals Coordinator and Team Administrator
Service Counselling and Psychotherapy
Contract Temporary Contract 3 month duration / In-person role
FTE 0.6 FTE (21 hours per week based on a 35 hour week)
Hours Mon, Wed, Thur, Fri 9:30 13:00; Tuesday 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
B. JOB SUMMARY
This is a temporary role. The postholder will be responsible for managing the patient journey from referral through to treatment allocation and discharge for young people referred to our counselling and psychotherapy service. The role also provides general administrative support to the counselling and psychotherapy service. This will include receiving and processing referrals from young people, parents, carers and professionals; liaising with referrers and other partner services under the guidance of the Intake Manager; booking assessment and therapy appointments with young people, recording the discharges; processing outcome monitoring questionnaires; and undertaking a range of general administrative tasks to support the service. The post holder may also have opportunities to contribute to the ongoing development and continuous improvement of Brandon Centres services for young people through involvement in service user participation work and quality improvement activities.
C. BACKGROUND OF POST
The principal objective of the Brandon Centre, since it was founded in 1969, has been to provide a professional, accessible and flexible service which responds to the psychological and social needs of young people under the age of 25.
Services include counselling and psychotherapy for young people, systemic integrative treatment for families, parenting programmes, and consultation and training for other charities working with young people.
D. PRINCIPAL DUTIES AND RESPONSIBILITIES
1) General:
To treat all clients in a sensitive and non-judgmental manner.
To maintain confidentiality in accordance with national, local and Brandon Centre policies.
To support our front office with opening the building, locking up, and covering lunch breaks as and when required.
2) Psychotherapy Service duties:
Overseeing and maintaining the Camden and Islington referrals and waiting lists for assessment and treatment, ensuring the process is efficient and responsive at all times.
Taking referrals by telephone, email and in person from professionals, parents and young people; checking eligibility, identifying and escalating any risk concerns to the duty clinician, and accurately recording all referral information on Patient Source and the Master Patient Tracker.
Attending the weekly referrals meeting to present and review referrals with the Intake Manager; liaising with front of house staff, professionals and other services regarding referrals and signposting; and maintaining up-to-date signposting resources.
Coordinating assessment and therapy appointment offers for Camden and Islington young people: managing waiting lists, sending offers and reminders via TextMagic, updating therapist calendars, generating virtual session links, and keeping the Master Patient Tracker accurate throughout.
Sending opt-in messages to young people who are uncontactable or who have DNAd appointments, discharging and notifying referrers where appropriate, using agreed templates via NHS Mail.
Attending the weekly clinical team meeting: preparing and distributing the agenda, taking and typing minutes, recording therapy preferences and RAG ratings, and updating the Master Tracker and Clinical Risk and Safeguarding Register following each meeting.
Maintaining accurate records across all electronic systems, including Patient Source case notes, the Master Patient Tracker and the Therapy Vacancy Spreadsheet; assisting with record audits and supporting the production of reports and service analysis.
Managing therapist annual leave on Microsoft Teams Bookings and maintaining the monthly Duty Clinician Rota; formatting and sending client correspondence, follow-up questionnaires and waiting room information updates.
Dealing with enquiries from professionals and other services; updating the Brandon Centre website and social media accounts; and supporting service user involvement activities.
3) Supervisory duties
Assisting with induction of new staff members to familiarise them with counselling and psychotherapy day to day procedures and administration.
Onboarding and Training new staff members on systems and databases.
Participating in weekly supervision meetings with Intake Manager to go through any issues relating to the referrals or liaison with young people and professionals.
Participating in monthly line management meetings to review progress, discuss support needs, and agree actions to help the post holder deliver organisational objectives and personal development goals.
General responsibilities for all Brandon Centre staffAll employees of the Brandon Centre are required to observe legislation, Brandon Centre policies, standards and guidelines relating to confidentiality, information governance, risk management, safeguarding children, safeguarding adults, equal opportunities, data protection, freedom of information, health and safety, infection control, and the Health and Social Care Act 2008 (previously known as the Hygiene Code).
Confidentiality and data protection
All Brandon Centre employees are required to ensure that personal data and personal information concerning service users and staff is protected at all times, to maintain confidentiality in accordance with the Brandon Centres policy on confidentiality and information governance, and data protection legislation.
Staff are required to obtain, process and/or use personal information in a fair and lawful way, to hold personal information only for the specific registered purpose, and to only share or disclose data to authorised persons or organisations following the strict guidelines and principles as outlined in Brandon Centre policies. as instructed
All Brandon Centre employees are expected to sign a confidentiality agreement on taking up their post at the Centre.
Safeguarding of children and adults
All staff have a responsibility to safeguard and promote the welfare of all children and adults who they come into contact with during the course of their work at the Brandon Centre. The post holder will receive the appropriate level of training, both at induction and on an on-going basis. She/he is responsible for ensuring that they are familiar with, understand and always work within the safeguarding policies of the organisation.
Health records, record keeping and record managementAll staff have an obligation to ensure that patient records (both paper and electronic) are maintained in accordance with Brandon Centre policies, to facilitate clinical care and effective administration, and to ensure that confidentiality is protected at all times. All staff are advised to compile records on the assumption that they are accessible to patients in line with the Access to Health Records Act 1990.
Equality and Diversity
The Brandon Centre is committed to equality in employment and service delivery. Its Equal Opportunities Policy aims to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, colour, religion, marital status, sexuality, age or disability and is not placed at a disadvantage by conditions or requirements which cannot be shown to be justified. All those working for Brandon Centre are expected to actively promote equality and diversity in all aspects of their work.
Health and Safety
Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors.
Infection Control
The post holder will ensure compliance with the Brandon Centres Infection Prevention and Control policies and procedures, and the Health and Social Care Act 2008, ensuring that the risk of healthcare associated infection to service users and staff is minimised.
Waste disposalAll staff must ensure that waste produced within the Centre is disposed of in such ways that control risk to health or safety of staff and the public alike in accordance with relevant legislation and procedures contained within the policy.
Smoke free environment
There is a no smoking policy in operation in the Brandon Centre. In accordance with this policy smoking is positively discouraged and is not permitted on the premises.
Person Specification
Knowledge, Skills and Abilities Essential
A working knowledge of safeguarding children and young people Excellent ICT skills, including use of full Microsoft Office, especially Word and Excel. Excellent verbal and written communication skills. Excellent time management skills. Ability to prioritise workload effectively and work to strict deadlines using a systematic approach. Ability to communicate well on sensitive subjects with a range of stakeholders in a non-judgemental way. Ability to be tactful and diplomatic when discussing sensitive and confidential issues with young people, displaying appropriate empathy. Ability to work with clients from a range of different and diverse backgrounds. Ability to work accurately with attention to detail e.g. preparation of letters, data inputting. Ability to work as part of a team and establish and maintain good working relationships. Ability to work independently and use initiative to identify tasks. Capacity to show flexibility when required. Demonstrate awareness and commitment to equality within the workplace and in the delivery of all services. Demonstrate awareness of mental health difficulties in young people.
Qualifications Essential
Educated to A Level, BTEC (Level 3), or equivalent standard
Desirable
Educated to degree level
Experience Essential
Experience of working as an administrator in a mental health, medical or other relevant setting. Experience of working within a multi-disciplinary team. Experience of working in a busy, public facing service Experience of diary and appointment management Experience in navigating the internet to source information. Experience of explaining services and referral criteria appropriately to a range of stakeholders
Desirable
Experience of working with young people under 25. Experience of delivering focus or discussion groups Experience of supervising members of staff Experience of engaging young people or service users in participation work
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Brandon Centre
Address 26 Prince of Wales Rd
Kentish Town
London
NW5 3LG
United Kingdom
Employer's website https://brandon-centre.org.uk/ (Opens in a new tab)