Overview
Administrative Assistant Jobs in India at Psyche Vitality
Title: Administrative Assistant
Company: Psyche Vitality
Location: India
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 TypeFixed-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 context
5.5 Executive & Organisational Support
- Provide executive administrative support to the Founder/Clinical Lead and Practice Director, including diary management, correspondence, and preparation of materials for meetings
- Track deadlines across clinical, training, and consultancy workstreams, proactively flagging risks to leadership
- Support the preparation of training materials, supervision schedules, and HCPC registration guidance documentation
- Assist with the coordination of corporate well-being programme logistics
5.6 Service Improvement & Collaboration
- Work collaboratively with clinicians and the wider team to identify and implement improvements to administrative workflows
- Contribute to maintaining consistent, high-quality standards of service comparable to NHS administrative best practice, including accuracy, timeliness, and client dignity
- Undertake other reasonable administrative duties as required to support the smooth running of the service
6. Person Specification
We are looking for a highly organised and professional administrator with a good general education to graduate level or equivalent, including English and Mathematics. The ideal candidate will have previous administrative, clerical, or secretarial experience within a professional office environment, with excellent written and verbal communication skills, strong organisational abilities, and confidence using Microsoft Office, Google Workspace, and video conferencing platforms. Accuracy, attention to detail, reliable typing and data entry skills, and the ability to work independently with minimal supervision are essential.
The role requires a strong understanding of confidentiality and data protection when handling sensitive personal information, along with access to a reliable internet connection and a private, confidential workspace. We are looking for someone reliable, punctual, calm, compassionate, and professional, including when communicating with distressed or vulnerable callers.
Experience in a healthcare, mental health, or professional services setting would be advantageous, as would familiarity with electronic health record systems, practice management software, billing or invoicing systems, minute-taking, and UK GDPR/Data Protection Act 2018 requirements. An interest in mental health and neurodiversity-affirming practice would also be highly desirable. Fluency in an additional language relevant to Psyche Vitality’s client communities would be welcomed.
7. Confidentiality
The post-holder will have access to confidential client, staff, and organisational information. All such information must be treated in the strictest confidence in line with UK GDPR, the Data Protection Act 2018, and Psyche Vitality's confidentiality and information governance policies. Breach of confidentiality may result in termination of engagement.
8. Safeguarding
Psyche Vitality is committed to safeguarding and promoting the welfare of children and vulnerable adults. The post-holder must be alert to safeguarding concerns arising through client contact and must report these promptly in line with Psyche Vitality's safeguarding policy and escalation procedures.
9. Equality, Diversity & Inclusion
Psyche Vitality is committed to culturally sensitive, neurodiversity-affirming, and inclusive practice, both in client care and as an employer. The post-holder is expected to treat all clients, colleagues, and partners with dignity and respect, and to actively support the organisation's commitment to reducing inequalities in access to mental health support, including for BAME communities and immigrant populations.
10. Health, Safety & Wellbeing
In a remote role, the post-holder is responsible for maintaining a safe, confidential, and appropriately equipped home-working environment and for promptly reporting any health, safety, or well-being concerns to their line manager.
11. Review
- This job description reflects the current requirements of the role and is not exhaustive. It may be reviewed and amended in consultation with the post-holder to reflect the changing needs of Psyche Vitality.
