Job Description

We're looking for 2 part-time Pathway Administrators (18.5 hours each) to support to The Green House service: working alongside the Service Manager, Clinical Manager and Research Manager as the first point of contact for families and professionals, entering referrals onto the case management system, responding to Subject Access Requests and Pre-Trial Therapy Notes Requests and allocating clients to appointments.

Salary: 29,741 pro rata

Working days/hours

*

Post holder 1:

Monday - 10:30 - 18:00 (7 hours with 30 min break)

Tuesdays 10:30 - 18:00 (7 hours with 30 min break)

Friday: 9:00 - 13:30 (4.5 hours)

Post holder 2:

Monday 10:00 - 14:30 (4.5 hours)

Wednesday 9:30 -17:00 (7 hours with 30 min break)

Thursday 10:30 - 18:00 (7 hours with 30 min break)

Overtime may be available at standard rates, dependent on service demand and funding throughout the year.

Why The Green House?

The Green House is the only specialist service in Bristol, Bath & Northeast Somerset and South Gloucestershire supporting children, young people, and families who have experienced sexual abuse. Our distinct approach is:

1. Evidence-based, guided by research and best practices.

2. Led by the voices of young people and their families.

3. Centred on community and connection.

4. Focused on the transformational power of the creative arts.

In 2022, we transitioned from a single therapy option to a whole family, community-based model which provides a more accessible and comprehensive approach to support, whilst reducing wait times by 63%. Though we deliver a local service, our work is influencing the national response to child sexual abuse. We provide national training on pre-trial therapy and survivor-led leadership programmes. It is an exciting time to join us as we establish our new service model, deliver a new strategy and look to increase both our local and national visibility. You will be joining an ambitious team who work tirelessly to improve the lives of children, young people and families who have experienced sexual abuse.

Purpose of the job

The Pathway Administrators sits within The Green House (TGH) under the direction of the Service Manager and Clinical Manager. They will be part of a busy and friendly team and responsible for supporting children, young people and families with accessing our frontline services. The post holders will be the first point of contact for families and professionals wishing to make referrals to our service. They will lead on allocations to our Frontline Services and respond to Subject Access Requests and Pre-Trial Therapy Notes Requests alongside the Service Manager and Data Protection Officer. They are also responsible for day-to-day administration of the whole service. The key duties and responsibilities outlined in this job description are shared by both post holders. The normal place of work is The Green House, Bristol, however it may be necessary from time to time to attend meetings and events elsewhere.

Key Duties and Responsibilities

1. Provide a trauma-informed contact via telephone, email, website contact form, voicemail, or text message for Children, Young People and Families referred to TGH, including self-referrals.

2. Provide information about what support services are available and refer/facilitate access to internal, or external support services.

3. Input Request for Support Forms (Referrals) into the case management system.

4. Communicate closely with clients and keep them informed of any wait times, action taken or referrals made on their behalf.

5. Gather information from other professionals at the point of referral or allocation as advised by the Clinical Manager and Service Manager.

6. Take part in promoting services including talks and training to organisations based in key agencies across Avon and Somerset to support staff, volunteers, and clients to build trust and understanding about TGH, our referral pathways and services.

7. To work with the Service Manager and Clinical Manager to manage and co-ordinate appointments for our services, updating our database and associated spreadsheets.

8. Attend organisational meetings as required and communicate effectively with relevant colleagues across the TGH team.

9. Support with administrative tasks across the organisation including support to the Senior Leadership Team where appropriate with administrative tasks.

10. Maintain accurate, confidential records of all contacts and interventions with Children, Young People and Families/professionals, ensuring timely documentation using internal systems e.g., Oasis.

11. Commit to self-care and participate in line management, annual appraisal, clinical supervision, training and contribute to team communication and operational improvements.

12. Support the Research Team and Services Team to actively gather feedback from clients and professionals.

13. Maintain documentation and manuals associated with the role as and when required (alongside the Service Manager).

14. Respond to Subject Access Requests and Pre-Trial Therapy Notes Requests in partnership with the Service Manager and Data Protection Officer.

15. Produce professional letters to advocate on behalf of Children, Young People and Families and manage client post.

16. Assess risk and report safeguarding concerns in line with the Green House Policies, maintain up-to-date safeguarding training, and stay informed on relevant legislation about child sexual abuse and procedures.

17. Work within professional boundaries and comply with data protection legislation, confidentiality and information sharing policy and procedures and all legislation connected to your work.

18. Ensure that all work is carried out in line with Health and Safety and other policies outlined in The Green House Bristol's Employee Induction Pack and Handbook.

19. To contribute to the ongoing development of the organisation by helping to improve systems and procedures.

20. Take a positive and proactive approach to problem solving to manage a varied workload and contribute to a positive working environment.

21. To work within the values of The Green House.

Although the core duties are set out within this , a flexible approach to work is essential. The Green House is developing and adapting to meet Children, Young People and Families' needs. The Pathway Administrators may be required to adapt their working styles to accommodate changes in the pathway. This may include navigating conversations about risk with Children, Young People and Families.

How to apply

Please submit your CV and supporting document to recruitment@the-green-house.org.uk. The closing date for all applications is Tuesday 5th August at 12:00 noon. Interviews are expected to take place on week commencing Monday 18th August.

We appreciate that some candidates may find other means of communicating their skills and experience more suitable to them. We accept the following formats:

2-page cover letter 5-minute-long video (either sent as an mp4 attachment alongside your CV or a link to an unlisted YouTube video)
Your preferred method of cover letter should include an answer to the following questions:

1. Give us an example of a time when you have spoken to a person (online/in person/on the telephone) when they were in distress. How did you support them and how did you support yourself? What were the impacts on you, and would you have done anything differently if this were to happen again? What did you learn from this experience personally and professionally?

There is an optional Equal Opportunities Form included for our internal diversity in recruitment monitoring, which can be sent to us at the same address alongside your application. The form will not be seen by those involved in the recruitment process. Although not mandatory, this monitoring allows us to align recruitment with our overall HR strategy, and continuously improve on how we attract, recruit, and retain a diverse range of candidates.

We pride ourselves on being a relational organisation. If you would like to speak to someone from The Green House at any point during your application, then please email recruitment@the-green-house.org.uk to arrange a phone call with our current HR and Operations Officer, Karen Budd.

Equality, Equity, Diversity, and Inclusion

The Green House is committed to providing equal opportunities for all, irrespective of age,?disability, race, sex, religion/belief, sexuality, gender identity, marital/civil partnership,?pregnancy/maternity and working patterns. We want to have staff that appropriately represents all the communities we serve as an organisation. Therefore, we are particularly keen to hear from candidates living with a disability, and those from the global majority.

Benefits

25 days holiday plus bank holidays.
o We also currently award the Christmas - New Year period off to staff (not deducted from allowance).

Generous leave allowances
o Our sickness, maternity, and partner (paternity) leave allowances have been implemented to support our staff to live a happy work-life balance. For staff living with chronic health conditions, we have also created a Wellness Plan which you can request through your line manager.

Flexible employer
o We have employed parents, individuals completing their higher education, and other circumstances that have called for a flexible approach to work. You will be able to request flexible working either from day one, or in one of your Support and Supervision (line management) meetings. Whilst we will always consider flexible working requests, the needs of the Charity will also be considered to come to an agreement that suits all.

Whole-organisation Professional Development Fund and Policy to help your CPD
o Every financial year, the Continuous Professional Development Fund is topped up, which allows staff to request additional learning support and opportunities. We also offer some paid study leave for this.

Access to Employee Assistance Programme
o Alongside working for a charity that understands the importance of looking after your mental health and supporting its staff, there may be instances where you wish to seek support from an independent third party. This is why we offer a confidential EAP, provided by Health Assured, that staff can make use of. We also offer optional resilience-based group supervision to staff.

Fantastic, kind, and hardworking team
o What it says on the tin! The work we do at The Green House is incredibly emotional, and at times challenging. That's why we're proud to foster a workplace culture that values humour, shared learning, and collaboration.

Person Specification

Criteria E=Essential D = Desirable

E/D

Knowledge and understanding

Knowledge and experience of direct work with young people and families with who have experienced sexual abuse and/or complexity of trauma symptomology.

E

Knowledge and understanding of mental health working in a setting with children and young people.

E

Have an awareness of the emotional impact working with issues of child sexual abuse and trauma can have; and understand the need for good self-care to support with this.

E

Knowledge of current safeguarding legislation for children and young people and vulnerable adults.

E

Knowledge of ICT including Internet, and Microsoft Office Excel and Word.

E

Understanding of anti-discriminatory practice and working in ways that are inclusive of all cultures and identities.

E

Understanding of GDPR and client confidentiality

E

Skills and abilities

Ability to work within boundaries to respond to clients and professionals in a professional, personable, compassionate and sensitive manner.

E

Skilled in listening and providing empathy to children young people and families.

D

Confidence in dealing with a variety of telephone calls, including talking to distressed callers.

E

Excellent organisational skills.

E

Initiative, flexibility, and the ability to work within a busy office without direct supervision.

E

The ability to reflect on own practice; undertake training advice and constructive feedback and willingness to attend clinical supervision.

E

Ability to maintain attention to detail whilst multi-tasking.

E

Demonstrated aptitude to effectively work with people with a broad range of differences including their ethnic, cultural, and social backgrounds, their gender, age, religious belief, disability, and sexual orientation.

E

Experience

Minimum of 2 years' recent experience in a similar role.

E

Proven experience of using database systems.

E

Experience of working with young people and their families to support with mental health and who may be in crisis and signposting to appropriate services/resources.

E

Working within an organisation that deals with sensitive and confidential information.

E

Ability to complete time-sensitive tasks by agreed deadlines.

E

Experience of multi-disciplinary working and building positive working relationships with multi-agency professionals and external agencies, particularly the police.

E

Experience of working in busy team with varying support needs in a calm and professional manner.

E

Experience of working in a trauma-informed manner with clients.

D

Other Requirements

Commitment to improving access to The Green House for all children and families to promote equality, diversity, social justice and change. And be able to engage in self-reflection and continuous learning to support this.

E

Job Types: Part-time, Permanent

Pay: 29,741.00 per year

Expected hours: 18.5 per week

Work Location: In person

Application deadline: 05/08/2025
Reference ID: Pathways Administrator