Job Description

Job Purpose:

Work part of YPAS clinical administration team to ensure the smooth running of the clinical administration needs of YPAS's YIAC (Youth information Advice and Counselling) service.

Responsibilities and Duties:

To manage the waiting list of service: liase with clients, monitor the waiting time, arrange appointments, allocation of clients and identify areas of waiting list improvements. To triage needs of clients, considering the identification of risk factors at all times.
To assist in the filing of client records and the maintenance of confidential client record systems.

To take referrals received by the service and allocate or file accordingly. To receive and retrieve telephone calls/messages made to the service and allocate accordingly. To identify the availability of practitioners, in response to allocation of appointments. To maintain an effective dairy appointment system, in response to the availability of practitioners. To respond to service enquires via email, letter, fax or telephone. To work within a comprehensive communication framework in response to referring agencies, internal services and clients.
To assist in the gathering and recording of statistical information for monitoring and evaluation purposes.

To collate and circulate administration documents. To administer a consistent approach to a range of differing projects and services. To identify areas of need for the service in terms of creative administrative thinking. To assist the clinical team with the identification of appropriate resource gaps. To provide weekly updates on the service's waiting lists. To record service meeting minutes To work closely with external cross sector services in relation to the needs of children and young people.

Shared Tasks;

To adhere to all health and safety regulations To adhere to all YPAS policies. To actively participate in the evaluation and quality assurance of the service. To share knowledge and skills through training as and when required. To engage with all YPAS services and team members

Support and Supervision;

Six weekly line management supervision Monthly external/clinical case-load supervision. Staff meetings Skill share meetings Staff Conferences Counselling and Psychotherapy Service Development Days KIT meetings during probation period

Information Governance:

You are required to familiarise yourself with the charity's Information Governance Policy and adhere to all related policies and procedures included in the staff induction.

This job description is issued as a guideline to help you understand the role you will be expected to undertake. It has been prepared based on the current needs of the service and will be subject to periodic review or development.

The appointment is subject to a satisfactory enhanced DBS check, two employment references and proof of original documentation. If appointed, you will be subject to a six month probationary period.

Qualifications:

Experience of speaking and listening to young people's needs.

Experience of working with Microsoft Office, Outlook, Excel and Databases

At least 1 years' experience of working within a young person's setting.

At least one year's receptionist and administration experience or dealing with public

Counselling Qualification (minimum - intermediate level).

Intermediate counselling qualification or above is essential, as is administration experience.

Salary: SCP 9-11, 27,254-28,142 (pro rata)

Contract: Fixed Term- Maternity Cover (10 months)

Hours: 14 Hours per week

Closing Date: Tuesday 4th November 2025 (5pm)

Short listing: Wednesday 5th November 2025

Interviews: Friday 7th November 2025

To request an application pack email recruitment@ypas.org.uk quoting ref
#: YPASCA25

Job Types: Part-time, Temporary
Contract length: 10 months

Pay: 27,254.00-28,142.00 per year

Expected hours: 14 per week

Benefits:

Company pension
Education:

GCSE or equivalent (preferred)
Experience:

Customer service: 1 year (preferred) Administrative experience: 1 year (preferred)
Language:

English (preferred)
Licence/Certification:

Driving Licence (preferred)
Work Location: In person