Job Description

North Kent Mind is looking for a

CYP Project Administrator & Triage Co-ordinator

to support the delivery of our BRAVE therapeutic service for children and young people in Medway.

This role combines initial contact, triage and administration duties for our BRAVE Project, offering therapeutic support for children and young people aged 5-25. You will manage referrals, complete triage calls, co-ordinate diaries, maintain accurate records and support the wider team to ensure the smooth running of the service. You will work closely with the Project Coordinator and CYP Manager and may also support volunteers involved in administrative tasks.

We are seeking someone with strong administrative experience, excellent communication skills, confidence managing multiple inboxes, and the ability to handle sensitive conversations with families. Full training and clinical supervision will be provided.

This is a

full-time, fixed-term role until 31 March 2026

, with extension subject to successful future funding.

Purpose of Post

This full-time post is to support the delivery of therapeutic services to CYP aged 5-18 (or up to 25 for those with SEN or care leavers). The BRAVE (Building Resilience and Validating Emotions) Project is funded by Medway Council and is a pilot service for CYP who present with a need to access therapeutic services. The service will include Cognitive Behavioural Therapy (CBT), Dialectical Behaviour Therapy (DBT) and Creative Therapy support, using both one to one and group therapy interventions for each therapeutic approach.

The project aims to reduce the need for crisis intervention throughout childhood and adolescence by creating short interventions with high quality impact. CBT, DBT and creative therapeutic interventions are delivered in a group or one to one setting to support emotive healing, mental and emotional wellness and resilience, coping strategies for life and adverse challenges, and an opportunity to grow supportive community peer relationships.

The post-holder will support the triage and administration functions of the service, including making initial contact calls to parents and carers, gathering presenting concerns, explaining the service, triage and assessment of CYP accessing the service, as well as supporting with record and diary management. Full training and clinical supervision will be provided.

We are offering this role fixed term contract until 31st March 2026, with a view to extending the contract subject to continued funding.

Structure of the Post

The Mind CYP Project Administrator is line-managed by the Project Coordinator. They will be based in person in Medway. The Mind CYP Project Administrator works between the hours of 9:00-5:00, on a 37 hour weekly contract as agreed with the CYP Manager/Deputy Manager.

The role involves managing multiple communication channels, including shared inboxes and phone calls, working closely with the Project Coordinator to ensure administrative processes remain up to date and efficient. The post-holder may also supervise and delegate tasks to volunteers involved in administrative support

From time to time, it may be required that the Mind CYP Coordinator travel between offices. For the calculation of travel expenses, the Medway office shall be considered the base throughout, and travel between home and another working venue can only be claimed insofar as it is in excess of the distance between home and base. All time in travel between venues is counted as time worked.

A: DUTIES OF THE POST: GENERAL

These duties apply to all North Kent Mind Staff, whichever service they work for:

1. To work within a framework which:

i. Abides by all the policies of North Kent Mind, including Equal Opportunities, Confidentiality, Health and Safety, and GDPR.

ii. Promotes Social Inclusion, Empowerment, Well-being and the Recovery Model

iii. Respects, encourages and builds on individual service users' coping strategies, skills and autonomy, and is in keeping with the standards of performance and ethics as defined by the Health and Care Professions Council.

iv. Maintains good liaison with any other outside agencies as is necessary

v. Promotes good joint working, links and cross-referral with all North Kent Mind colleagues.

2. To participate in supervision and appraisal

3. To attend staff meetings and departmental team meetings

4. To attend training/meetings and some annual events as required, including the AGM

5. To undertake any other duties which a senior manager or the Board of Trustees may, from time to time, reasonably delegate or assign.

B. DUTIES OF THE POST: SPECIFIC

To be responsible for the overall administration of the Project alongside the Project Coordinator and CYP Manager/ Deputy Manager.

CYP Project Administrator

1. To assist with processing and inputting referrals to the service system (Lamplight) and inputting completed assessments, including outcome data measurements. This includes managing multiple shared inboxes and ensuring referrals are recorded and actioned promptly.

2. To carry out triage/initial contact calls with parents and carers to gather presenting needs, assess suitability for the service, and ensure accurate information is shared with clinicians and assessors.

3. To liaise with any referring agencies that may be involved with the referral.
This includes arranging follow-up calls and supporting smooth referral pathways.

4. To support in recording follow-up communication with service users exiting the service.
This includes contacting parents and carers where required to gather feedback or provide information about next steps.

5. To remain up to date with admin requirements and ensure safe working practice, including creating and maintaining accurate and relevant service user records on internal system (Lamplight).
This includes diary management for practitioners, appointment booking, and ensuring parents and CYP receive timely communication about sessions.

6. Maintain outcome data as required by the Project Coordinator, CYP Manager/Deputy Manager as per contractual expectations with Medway Council.

7. To keep and report on data relevant to the use of the service by clients.
This includes maintaining accurate records of triage calls, referral outcomes, waiting list movements and attendance.

8. To ensure the administrative needs of the service are met, and to support any staff or volunteers involved in these administrative duties.
This may include offering guidance to volunteers and delegating appropriate admin tasks.

9. To use SharePoint, MS Teams and digital tools confidently and efficiently, ensuring documents are stored correctly and accessible to the team.

10. To support the organisation of group interventions, including booking venues, confirming attendees, managing registers and preparing materials.

11. To identify and secure venues appropriate for the delivery of the service, whether in North Kent Mind's offices or externally.

12. Support in creation of COMMS and promotion of the service.

13. Work alongside agencies to support those involved with the service.

14. To liaise with the deputy CEO, as required, in the absence of the Project Coordinator, CYP Manager/Deputy Manager.

15. To maintain excellent communication with the Project Coordinator and/or CYP Manager/Deputy Manager.

16. To support in meeting all contractual KPI's.

Job Types: Full-time, Fixed term contract
Contract length: 4 months

Pay: 24,427.98 per year

Benefits:

Bereavement leave Company pension Health & wellbeing programme Sick pay
Work Location: In person