Job Description:
About us
Health Is One is an organisation dedicated to improving mental health, emotional wellbeing, and psychological resilience. Our purpose is to make a meaningful and lasting difference to people’s mental health, ensuring individuals and communities have access to support that genuinely helps them thrive.
Guided by this mission, we are committed to delivering trusted, evidence-based, and holistic mental health and wellbeing services. We empower people to feel better, function better, and live well—while fostering environments where wellbeing is prioritised and protected.
Job title: Operations & Service Administrator
Job Purpose
To provide administrative skills and knowledge and to coordinate administration functions. They will act as a point of contact for specific services within this organisation
Key Responsibilities
- Work collaboratively and strategically with Directors and Service Managers.
- Set up systems that support new contracts and delivery, in collaboration with Service Managers and Directors.
- Model a collaborative way of working that is supportive, honest, reliable, available and
- Respond to all incoming calls politely and helpfully, ensuring every call is registered and that data protection protocols are observed.
- Use Health Is One systems to receive, register, record, manage and allocate new referrals across all parts of the service.
- Competently operate the administration systems for the Services
- Manage service diaries across a range of contracts — making, cancelling and rescheduling appointments — and liaise with counsellors, staff and students to keep diaries up to date.
- Liaise with service users by telephone and text to manage appointments.
- Complete and submit discharge forms where required under the terms of a contract (e.g. NHS).
- Conduct initial discovery calls to assess client needs and determine appropriate support pathways, maintaining accurate records of outcomes and follow-up actions, and aligning these insights with service teams to provide tailored support.
- Prepare information for invoicing, following the guidance of the Finance Director.
- Ensure all data required for service reports and internal analysis is captured accurately and on time.
- Coordinate and prepare data for quarterly and annual reports in collaboration with managers and Directors.
- Prepare and complete forms and attend review meetings as organised by the manager.
- Work in collaborative partnership with Directors, the Client Support Team, the Operations Manager, the Counselling and Therapy Teams and other managers.
- Build positive relationships with external agencies and their personnel.
- Promote psychological wellbeing and the supportive services of Health Is One to adults in schools, workplaces and the community — including Educational Psychologists, parents, CAMHS, the NHS, HR and Occupational Health teams, and manager groups.
- Liaise with and respond to queries from individuals, parents, teachers and local authority staff regarding the support provided to clients.
- Attend manager meetings, team meetings, in-house CPD events and all in-house policy update sessions as requested.
- Inform the Operations Manager of any difficulties with the organisation's office systems.
- Accept reasonable requests to take on additional responsibilities in response to unforeseen events and to support the Directors.
Essential
- Highly organised, with excellent attention to detail.
- Confident communicating with a wide range of stakeholders.
- Comfortable managing multiple priorities in a fast-paced environment.
- Compassionate, professional and committed to high-quality service delivery.
- Skilled in maintaining accurate records and coordinating complex schedules.
- Able to work both collaboratively and independently.
Desirable
- Experience in Health Care, education or support services (beneficial but not essential).
Terms & Conditions
Why work for us
Our culture is built on trust, integrity, respect, and excellence. Our staff receive free counselling, additional supervision, regular 1:1s, and are part of a connected, supportive community committed to personal and professional growth.
Benefits
- Free counselling service
- Supervision
- Access to EAP
- Access to GP appointments through our employee benefit platform
- Discounts on high street vouchers
- Company pension
- On-site parking
- Sick pay
Schedule:
Job Type: Full and part time roles available
Work Location: Uddingston
Pay: £24,420.00-£31,000.00 per year
Benefits:
Work Location: Hybrid remote in Glasgow G71 5PH
