Role Responsibility

The Role:

• To provide administration support for psycho-educational courses (Webinars) covering a range of NICE approved treatments for mild to moderate mental health conditions.
• The role will provide administration support to the clinical team who offer a variety of short-term psychological therapies for people with conditions such as depression and anxiety.

Please note: although this role is primarily home based, you must live within commutable distance (ie 20 miles max) of one of the following offices, as you may be required to work from an office on occasion:

• Bristol, BS1 1LT
• Loughborough, LE11 5RF
• Harlow, CM18 7BL
• Halifax, HX1 2EQ
• Newcastle, NE1 3DY
• Nottingham, NG1 6EE
• Kent, ME13 8NX

Main responsibilities:

• Planning in advance of the session start date to set up webinars on Iaptus System & webinar platform.
• Daily preparation of sending links and booklets for webinars that are happening each day.
• To assist with collating/emailing handouts and other course materials as necessary. Updating and adapting as needed.
• To assist with uploading/making changes to webinar sessions on Iaptus and webinar platforms.
• Monitoring attendance for each webinar session.
• Making outbound calls (high volume - daily) to clients regarding webinar/courses and problem solving any basic IT/technical issues to allow clients to participate in webinars.
• Record national outcomes data regarding individual patient activity using Iaptus.
• Proactively manage non-attendance through contact with patients who do not attend sessions or for those who do not complete their weekly questionnaires.
• Manage webinar discharges in line with non-attendance policy and course completion.
• Downloading data from spreadsheets as requested, including daily risk reports to send to clinical team.
• Printing (usually via an online service), emailing and posting of clinical letters.
• To be flexible and adaptable to changes/additions within the course administrator role.
• Some management of clinical diaries.
• Process and respond to all emails received via the course admin mailboxes, from patients and clinicians, prioritising information received and ensuring urgent matters are flagged appropriately.
• To support with updating relevant written procedures and manuals.
• To be aware of and comply with service protocols, policies and procedures.
• To undertake training as might be required to maintain an appropriate level of expertise.
• To provide training to others/new members of staff as required.
• To engage regularly with line management, and team meetings (some minute taking required).
• Complete any ad-hoc and relevant admin related duties.
• Support across all admin teams/other services as per business need.
• Complete all tasks with a high level of accuracy.

Skills and Experience:

Essential:

• IT literate
• GCSE Maths and English grade C or above or equivalent
• Competent in Excel
• Microsoft Teams experience
• Previous experience of working with and dealing with the public (specifically via telephone and emails) – 2 years minimum
• Previous experience of working in an administration role – 2 years minimum
• Excellent verbal and written communication skills
• High levels of accuracy and attention to detail
• High level of enthusiasm and motivation
• Ability to work under pressure and problem solve issues as they arise
• Excellent time management skills
• Personal resilience and ability to deal with emotionally distressed service users
• Previous administration experience
• Some flexibility with shifts may be required to assist with cover due to staff absence
• An awareness of and commitment to supporting and facilitating diversity and inclusion

 Desirable:

• Basic understanding of a Talking Therapies service
• Previous work experience within an NHS setting
• Previous experience of working in a call centre would be an advantage

Why Vita Health Group?

Vita Health Group celebrates life. Improving lives physically and mentally drives everything we do.  Now part of Spire Healthcare Group plc we have been providing physical and mental health services for over 30 years. We work in partnership with the NHS, are engaged by insurers and some of the UK’s largest corporate companies to support their workforce and provide a full range of physiotherapy services to private customers.

To achieve our mission of Making People Better, we recognise the importance of investing in our staff. We are an award-winning employer recently recognised nationally as “Best Company to Work for” at the Health and Wellbeing Awards 2024.

This is also recognised by current employees – our most recent Employee Survey results showed the top 5 reasons to work here as being:

• Supportive team and management
• Positive work environment
• Wellbeing and mental health support
• Trust and respect
• Autonomy and flexibility

We are keen to progress your skills and enable career development and provide regular Continued Professional Development opportunities including secondments, management training, a mentoring scheme, apprenticeships and regular events and webinars across a range of clinical disciplines.  In addition to a competitive salary, we also offer the opportunity of a flexible work life balance and a comprehensive benefits package which you can view here: https://www.vitahealthgroup.co.uk/join-us/careers

Vita Health Group is proud to be an equal opportunities employer and is seeking to improve the diversity of its workforce.  We are committed to Equality, Diversity & Inclusion best practice and positively encourage applications from candidates regardless of sex, race, disability, age, sexual orientation, gender identity, religion/belief, marital status, or pregnancy/maternity.  For further information on our EDI commitments please view here: Vita Health Groups commitment to Equality, Diversity and Inclusion

We are committed to being equitable and supporting the wellbeing of all employees.

• We are a Mindful Employer
• Our status as a Disability Confident Leader dedicated to ensuring that all candidates are treated fairly throughout the recruitment process. All disabled candidates that meet the minimum essential criteria will be invited to interview.
• Our Ethnicity Matters Scheme where all applicants for senior roles (£40,000+) from a minority ethnic group that meet the essential criteria will be invited for interview.
• Our Gender Matters Scheme where all women applicants for senior roles (£60,000+) that meet the essential criteria will be invited to interview.
• Our sign up to the Armed Forces Covenant.  
• Our status as a Menopause Friendly Committed employer. 
• Our sign up to the Employer with Heart Charter.  
• Our commitment to meet the standards outlined in the NHS Equality Delivery System (EDS). Workforce Race Equality Standard (WRES) and Workforce Disability Equality Standard (WDES).
• Access to health and wellbeing services for colleagues including Mental Health Advocates and an Employee Assistance Programme.
• An embedded “speaking up” culture facilitated by Freedom to Speak Up Guardians.
• Treating transgender individuals with dignity and recognising the potential complications that may arise when taking references. We encourage applicants to contact HR at hr@vhg.co.uk to discuss or amend how we manage reference requests.

Should you wish to discuss any adjustment or assistance you need in the application or interview process please contact recruitment@vhg.co.uk and we will facilitate.

Please note, all applicants must be legally entitled to accept and perform work in the UK and all positions are subject to a DBS check. 

Any data which you share with us throughout the hiring process will be stored securely within the UK and is accessible only by staff who require it. Should your application be unsuccessful, your data will be securely destroyed after 6 months. 

Vita Health Group reserves the right to close this job when sufficient applications have been received.

Vita Health Group