[ref. g07466518] Administrator - Edinburgh

Our volunteer counsellors provide a professional service to individuals over the age of 18, regardless of ability to pay, with clients contributing what they can afford. We also promote the education and training of counsellors with a view to raising the standards of counselling for the benefit of clients and the community

Our Administrators contribute to the smooth running and administration of the support services required to offer an efficient and values-based professional Counselling Service. The one Full-time and three Part-time Administrator roles complement each other, so include a close working relationship to ensure seamless co-ordination throughout the week.

• Client Administration: dealing with enquiries by email and telephone, and handling or redirecting as required. Responsibility for client and counsellor contact relating to cancellations, withdrawal, reallocation etc. Sending out of evaluation forms, and assisting with the processing of final reports;
• Overseeing the appointments system for client/counsellor sessions: the diary, PF Management System (PFMS / database), client cards. Checking cash sheet and banking;
• Ensuring that the diary is accurate and up-to-date at all times, including preparing future diary pages; planning our room schedule for counsellors; collecting and recording information regarding counsellors’ holidays;
• Opening and closing the service / premises, ensuring all Security and Health & Safety matters are attended to appropriately;
• Supporting counsellors in administrative procedures and agency policies;
• Overseeing the organisation and administration of the PF library;
• Ensuring a good working relationship and communication with the other part-time administrator and the rest of the team;
• Ensuring that all counselling rooms are well stocked with art materials and appropriate literature and the waiting area and counsellor’s literature is stocked and tidy;
• Contributing to ensuring the premises are clean, tidy and welcoming at all times;
• Assisting the Operations Manager with the recruitment, supervision and training of volunteer receptionists;
• Developing administrative documents and systems in conjunction with other staff;
• Arranging counselling assessments and first appointments, as and when assistance is required.