Administrative Assistant

Location: Mysuru

Administrative Assistant — Psyche Vitality Ltd

1. Job Details

Job Title:

Administrative Assistant
Department / Service:  Operations & Administration

Reports To:

Practice Director & Clinical Lead
Responsible For:  No direct reports

Hours:

45 hours per week — flexible, core hours to be agreed
Contract Type Fixed-term Contract (Independent Contractor)

Location:

Remote — home-based (with some travel needed for collaborations and during events/training)
Salary:  ₹10,000–₹15,000 per month, dependent on experience
DBS / Background Check:  Standard background and reference checks required, given access to client-identifiable health information

2. Organisation Psyche Vitality is a psychological services provider founded by an HCPC-registered Counselling Psychologist, delivering evidence-based, compassionate, and culturally sensitive care. Services include psychological assessments and therapy for autism in adults, trauma, anxiety, and depression, alongside dedicated support for neurodiverse individuals and underserved communities. Psyche Vitality also provides training, clinical supervision, guidance on HCPC registration, and corporate well-being programmes. The organisation is committed to client-centred, trauma-informed, and neurodiversity-affirming practice, and to making mental health support accessible and impactful.

3. Job Purpose To provide comprehensive, high-quality administrative support across Psyche Vitality's clinical, training, and consultancy services, ensuring smooth day-to-day operations, accurate record-keeping, and a professional first point of contact for clients, referrers, and partners. The post-holder will work to standards of confidentiality, accuracy, and client care comparable to those expected in an NHS or regulated healthcare administrative setting.

4. Key Working Relationships  Founder / Clinical Lead and Practice Director
HCPC-registered psychologists and associate clinicians
Clients, families, and referrers
Training and supervision programme participants
External partners, suppliers, and corporate well-being clients

5. Main Duties and Responsibilities  5.1 Scheduling & Client Coordination
Manage clinician calendars and diaries, scheduling assessments, therapy sessions, supervision, and training in line with clinical capacity and client need
Coordinate and troubleshoot online sessions and meetings, ensuring platforms (video conferencing, booking systems) function reliably for clients and clinicians
Manage client onboarding from initial enquiry through to first appointment, including collecting consent forms, intake paperwork, and relevant history
Send appointment confirmations, reminders, and reschedule communications in a timely and professional manner

5.2 Communication & Front-of-Service
Act as the first point of contact for telephone and email enquiries from clients, families, referrers, and partners, applying a warm, professional, and calm manner at all times — including with distressed or vulnerable callers
Triage enquiries appropriately, escalating clinical or safeguarding concerns to the relevant clinician promptly and following agreed protocols
Draft, proofread, and manage routine correspondence on behalf of the practice and its clinicians

5.3 Records, Information Governance & Confidentiality
Maintain accurate, up-to-date digital client records and files in line with data protection legislation (UK GDPR, Data Protection Act 2018) and Psyche Vitality's confidentiality policy
Ensure all client-identifiable information is stored, transmitted, and disposed of securely, and only accessed on a need-to-know basis
Chase reports, letters, and documentation, and check if they are to a professional standard, proofreading for accuracy.
Support audit and quality assurance activity by maintaining organised, retrievable records

5.4 Billing & Financial Administration
Support invoicing, payment tracking, and billing queries for client sessions, assessments, and training/consultancy services
Maintain accurate financial records related to client billing, flagging discrepancies or overdue accounts to leadership
Liaise with clients regarding billing in a sensitive, professional manner appropriate to a healthcare…