We are looking for a highly organised and tech whiz to join the Kalmer team as a Counselling Support Administrator. This is an exciting opportunity to play a key role behind the scenes of a service that supports people’s wellbeing every day.
Based at our South Shields head office, you will use your strong IT skills and attention to detail to help keep systems, records and processes running smoothly, while supporting counsellors, clients and the wider team.
From managing databases and automating workflows to coordinating administrative and HR tasks, this varied and rewarding role is perfect for someone who enjoys problem solving, improving systems and being part of a positive team that is passionate about delivering a high quality service.
JOB TITLE: Counselling Support Administrator
PLACE OF WORK: Head Office - South Shields
LINE MANAGER: Kalmer Director
HOURLY RATE: £12.71
TOTAL HOURS: 21 (3 days)
JOB PURPOSE
This position will play a key part in the smooth operation and running of the Kalmer Counselling service. A positive can-do attitude as well as commitment and passion to supporting our team will ensure the right candidate will be successful in this role.
ROLE & RESPONSIBILITES
- General office administration and meeting and greeting of clients.
- Respond to telephone calls in a calm, thoughtful, professional manner.
- Support with initial contact for private client referrals.
- Communicate effectively with internal staff and external clients.
- General administrative duties including all aspects of data entry and managing client/counsellor files.
- Set up and maintain appropriate record keeping systems in line with GDPR.
- Attend relevant meetings and training as required.
- Schedule interviews and manage candidate communications.
- Prepare offer letters and contracts of employment.
- Conduct right-to-work checks in line with UK Home Office requirements.
- Organise induction programmes and support with new staff onboarding IT requirements (email, database accounts, Google drive, IT induction).
- Update HR records (e.g., absence records, contract changes)
- Support probation review paperwork.
- Organise staff timetables and automate workbooks by allocating/ending clients held on database in response to staff information.
- Respond to daily database queries raised by staff. Investigate and follow up on any identified staff database issues.
- Input and submit NHS MHSDS Data in line with agreed deadlines (as appropriate).
- Manage general public email enquiries (infobox).
- Support management with BACP Accreditation annual renewal.
- Payroll support including issuing payslips (as appropriate).
- Check invoices in relation to staff expenses (mileage and craft).
- Update SLA documents annually.
- Undertake any other duties to support Senior Management in order to deliver an effective service.
- Support, promote and work in accordance with Kalmer Counselling values, polices, aims and objectives at all times.
SKILLS & KNOWLEDGE
- Excellent organisational skills to effectively manage time, tasks and resources.
- Excellent verbal and written communication skills is essential.
- The ability to work well with others as part of a team.
- To be thorough and pay attention to detail.
- Exceptional IT skills; word processing, spreadsheets, database.
- Problem-solving ability
- Customer-focused approach to work at all times.
To apply for this vacancy, please send your CV and a cover letter to:
info@kalmercounselling.co.uk
