Clinical Administrator
Administration
Share Psychotherapy
About Share
Share Psychotherapy is one of the city’s major mental health charities. Established over fifty years ago, we offer medium- to long-term psychotherapy at nominal fees to people on low incomes. We deliver high quality medium- to long-term psychotherapy through a range of psychodynamic and creative therapies and modalities. Around 80% of our clients have annual incomes of less than £12k. We therefore work at the vital intersection of psychological distress and poverty in the city.
The role
We are looking for a dedicated Clinical Administrator to join our small, friendly team and play a vital role in supporting the delivery of high-quality psychotherapy services. This position involves a wide range of client-facing, and administrative duties to ensure our service runs smoothly and efficiently.
Reporting to the Clinical Manager, you will manage key aspects of client administration, maintain accurate and up-to-date records in our database system (Lamplight), and act as the first point of contact for clients, therapists, and visitors. You will work closely alongside our Clinical Administrator, Office Manager and provide essential support to therapists and clinical staff.
You’ll also support therapists with onboarding and ongoing use of our systems and ensure our reception space is welcoming and well-maintained.
This is an exciting opportunity for someone who enjoys a varied role, thrives in a team environment, and is passionate about improving mental health outcomes in the Sheffield community. We welcome applicants who bring strong organisational skills, a proactive approach, and a commitment to inclusive, client-centred care.
We pride ourselves on being a learning organisation, and there will be opportunities to develop your skills and contribute meaningfully to our ongoing work.
Closing Date
Please ensure you have sent a comprehensive cover letter (addressing the person specification below) and CV to office@sharepsychotherapy.org no later than Monday 27th October 2025 at 11.59pm. Interviews will take place on the Friday 7th November.
Job Description
Clinical Admin Duties
- Process client applications efficiently and maintain accurate records throughout.
- Prepare and handle client paperwork, including agreements, outcome measures, and feedback forms.
- Offer and schedule therapy appointments and assessments; follow up with clients and therapists as needed.
- Maintain consistent, professional communication with clients via phone, text, and email.
- Ensure timely and accurate documentation of all client interactions and updates in the Lamplight system.
- Follow up on admin tasks related to:
- Initial meetings
- Ongoing therapy appointments
- Therapist and support service communications
- Provide an excellent front of house service, both face-to-face and remotely.
- Opening and locking the building as required.
- Process client discharges, including sending notifications, adjusting access permissions, and coordinating final reports.
System & Data Management:
- Input and maintain ReQol data in Lamplight and on spreadsheets.
- Regularly audit Lamplight client profiles to ensure accuracy and compliance.
- Provide ongoing support and training for therapists in the use of Lamplight, including occasional inductions for new users.
Facilities & Office Duties:
- Maintain and restock the reception area.
- Take delivery of supplies and grocery orders.
Person Specification
We are committed at Share to providing a quality service to all our clients and volunteers. However, we know no one person ever meets all criteria fully. Therefore, please help us understand – through your CV and cover letter – which aspects you fully meet and have expertise in, which you meet partially, and which you think may need require support and on-the-job learning.
Experience and knowledge
Keeping accurate records (Essential)
Good IT Skills (Essential)
Experienced in using Microsoft Office programmes (Outlook, Excel, Word) and Office 365 (Essential)
Understanding of the principles of client confidentiality and GDPR (Essential)
Experience of working in an office environment (Desirable)
Experience of taking payments and handling money (Desirable)
Experience of working in the mental health/charitable sector (Desirable)
Knowledge of general office processes and systems (Desirable)
Knowledge of therapeutic settings (Desirable)
Skills
Excellent verbal and written communication skills (Essential)
Able to manage own work, set priorities and work flexibly to meet deadlines (Essential)
Proactive and solutions focussed (Essential)
A professional and collaborative approach to working (Essential)
We are committed to equality of opportunity for all staff, students and volunteers developing a workforce that reflects the diversity of Sheffield. Therefore, we value applications from as wide a range as possible of ethnic, cultural, and social backgrounds.
If you have questions and would like an informal conversation, please contact our Clinical Manager, on samantha.mulholland@sharepsychotherapy.org or 0114 273 0200.
Your CV and cover letter should explain how you meet the criteria specified and why you want to join our team and be returned to office@sharepsychotherapy.org. The deadline for applications is Monday 27th October 2025 at 11.59pm. Interviews will take place on the Friday 7th November.
Sheffield
£21,500–23,000 pro rate depending on experience
Part Time
7.5
27-10-2025
Please ensure you have sent a comprehensive cover letter (addressing the person specification below) and CV to office@sharepsychotherapy.org no later than Monday 27th October 2025 at 11.59pm. Interviews will take place on the Friday 7th November.
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