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Safeline is recruiting a Receptionist/Counselling Administrator to provide administrative support to our friendly and supportive counselling team and also to deliver Safeline’s Front of House service. We are looking for someone who has an empathetic, non-judgemental and compassionate attitude and a genuine desire to support those affected by rape or sexual abuse.

  • Job Role: Receptionist/Counselling Administrator
  • Reporting to: Head of Clinical Services
  • Attendance: Part-Time position working 3 days per week (22.5 Hours), Wednesday, Thursday and Friday 9am – 5pm.
  • Location: Office based in our Warwick Town Centre Office.
  • Remuneration: £13,800 per annum (£23,500 FTE) plus 25 days (FTE) paid holiday + public holidays pro rata. A birthday concessionary day + incremental annual leave after 5 years of service. Matched contribution pension scheme up to 5% of salary. CPD opportunities.
  • Closing Date: 5pm on Thursday 15th February 2024 or sooner if the required number of applicants has been reached.

Key Responsibilities

  • Operating Safeline’s front of house service, including answering incoming telephone calls and office email enquiries, greeting clients, counsellors and other visitors on arrival and fielding messages to colleagues accordingly.
  • Managing the daily appointment booking system in an effective and efficient manner, including processing cancellations and informing colleagues of re-arrangement needs.
  • Supporting with the smooth daily running of Safeline’s counselling service. You will also be responsible for ensuring the buildings are open ready for the day’s counselling appointments and closed at the end of the day.
  • Maintaining room hire booking for counselling appointments both internally and externally.
  • Carrying out client related administration including processing new client files, ongoing management of client files (including hard copy files and computerised management systems), actioning appointment related communications including issuing letters, responding to appointment related queries, closing client files, archiving, client file auditing, preparing assessment packs and ensuring face to face counsellors have any non-clinical information and items they need ahead of a counselling session.
  • Helping to record and collate organisational data by maintaining and updating spreadsheets, databases, and logs.
  • Supporting with the induction of new counsellors including processing new student counsellor paperwork and issuing ID badges when required.
  • Attending and contributing to line management, annual appraisals, bi-monthly clinical team meetings and staff meetings.
  • Organising Safeline’s post; redirecting post to the Safeline team and actioning Safeline’s postal needs. Assisting with photocopying, filing, and updating mailing lists for the counselling team.
  • Provide basic cover for other administration colleagues when they are absent as requested. Ensuring reception cover is in place in advance during periods of annual leave by contacting the administrator cover colleague on the rota.
  • The full list of key responsibilities and the person specification can be found on the Job Description below.

Safeline is committed to the safeguarding of children and adults at risk and adopts strict measures to ensure the safety of its clients. Safeline expects all staff to work within its safeguarding policies and procedures. All staff undertake enhanced DBS checks

Safeline is committed to promoting a diverse and inclusive community and encourages applications from all genders, ethnicities and cultures.

The closing date for applications is 5pm on Thursday 15th February 2024 or sooner if the required number of
applicants has been reached.

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