Scheduling Team Lead
United Kingdom (Remote)
Reporting to: Referrals & Assessments Pathway Delivery Manager
Remuneration: £36,000 per annum - plus £1000 working from home allowance
Contract Type: Permanent/ Full time - 40 hours per week
Location: Home-based/various meeting locations as required
Closing Date for applications: Tuesday 1st April 2025
(We reserve the right to close this advertisement early should we receive a high volume of applications.)
The Company
Psychiatry UK is the leading provider of online mental health services in the United Kingdom. A career here offers the opportunity to develop your knowledge, skills and life experiences while enjoying the opportunity to work in a full or part-time role from your home office. Working in a leading online mental health service means working amongst innovative, forward-thinking and committed professionals in a multi-disciplinary team.
Job Summary
The Scheduling Team Lead will lead and manage the administrative team supporting the Welcome, Referral, and Assessment Delivery Pathway, driving improvements in systems and processes to enhance efficiency and streamline appointment management. As a key influencer in change and transformation, the role will focus on optimising operations and ensuring seamless service delivery.
This is a home-based role (applicants must reside in the UK), though occasional travel may be required for face-to-face meetings at various locations.
Responsibilities and Duties:
1. Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
2. Collaborate & work with the Pathway Delivery Manager &/or other key stakeholders to establish process efficiencies, raise any potential concerns and priorities for your subject area.
3. Prepare, communicate and embed governance and management frameworks to allow for compliance of functional standards i.e: Standard Operating Procedures/Manuals.
4. Implement changes and updates to processes and ensure that your team is informed of these.
5. Work with the Pathway Delivery Manager to establish measurable performance targets for your team and monitor them regularly.
6. Handle administrative requests and queries from senior managers. Assist in the preparation of regularly scheduled reports.
7. Liaise with wider teams to handle requests and queries.
8. Prepare for and chair weekly team meetings, providing regular clear updates on processes, pathway priorities and focus areas.
9. Allocate tasks to your team daily based on operational requirements and priorities.
10. Regular 1-2-1s with team members, staff development, sickness and performance management and development opportunities.
11. Actively participate in regular supervision with line manager and the PUK PDR process for maintaining and developing personal skills and meeting agreed objectives.
Person Specification
We are looking for a friendly, approachable, and supportive individual who maintains a high level of professionalism at all times. Strong problem-solving skills, a flexible, can-do attitude, and resilience are essential for adapting to shifting priorities and challenges. The ability to prioritise workload effectively, responding to emerging issues with confidence and efficiency, is key.
Essential Qualifications and Skills:
1. Change management and implementation experience.
2. Team management experience with strong leadership qualities.
3. Strong administration skills with proven experience as an administrative assistant, virtual assistant or office admin assistant.
4. Experience working in a psychiatric and/or private hospital setting.
5. Strong Microsoft Office skills including Excel and PowerPoint.
6. Excellent written and verbal communication skills.
7. Attention to detail.
8. Knowledge of office management systems and procedures.
Desirable Experience and Skills:
1. Experience in a Medical Secretary role.
2. Qualification as an Administrative Assistant or Secretary.
Other information
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of PUK. You may be required to work at other locations as determined by the duties of your post. You may be required to undertake any other duties at the request of the Line Manager, which are commensurate with the role, including project work, internal job rotation and absence cover. This job description describes responsibilities, as they are currently required. It is anticipated duties will change over time and the job description may need to be reviewed in the future.
Behaviour
All employees are expected to:
1. Support the values, aims and vision of PUK and its clients.
2. Act with honesty and integrity at all times.
3. Be positive ambassadors for PUK.
4. Demonstrate high standards of personal conduct.
5. Value and respect colleagues, other members of staff and patients.
6. Work with others to develop and improve PUK services.
7. Take personal responsibility for their words and deeds and for the quality of the service they deliver.
Confidentiality
The post holder must ensure that personal information is accurate, up to date, always kept secure and confidential in compliance with relevant legislation and the common law duty of confidentiality. The post holder must follow record-keeping guidelines to ensure compliance with the Freedom of Information Act.
Valuing Diversity & Human Rights
No person should receive less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part time working status and real or suspected HIV/AIDS status and must not be placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable.
Data Protection
If you have contact with computerised data systems you are required to obtain, process, and/or use information held on a computer in a fair and lawful way, to hold data only for the specific registered purpose and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.
Recruitment Process
At Psychiatry UK, we are committed to creating an inclusive and accessible recruitment process. If you require any reasonable adjustments —such as additional time, assistive technology, or an alternative format for materials—please let us know. We are happy to accommodate your needs to ensure you have a fair and comfortable experience. Please feel free to reach out to us at recruitment@psychiatry-uk.com to discuss any adjustments that would support you.
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