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Referrals and Monitoring Coordinator
Restore Limited
  • Salary Starting salary £18,744 to £21,266 per annum, pro rata
  • Location OX4, Oxford
  • Job Type Part-time
  • Category Admin , Advice, Information
  • Sectors Mental Health
  • Job Reference : Referrals and Monitoring Coordinator

Job Description

Referrals and Monitoring Coordinator |Restore

Department: Operations

Reports to:  Regional Head of Services (City and North)

Employment term:Part Time/Perm,30 hours Monday to Friday to start at 28 hours a week.

Salary:  Starting salary £18,744 to £21,266 per annum, pro rata

Position based in: Manzil Way, Oxford, Oxfordshire, UK


Employee Assistance Programme, Pensions, 33 days holiday (pro rata) inclusive of bank holidays, 4 weeks optional unpaid sabbatical after five year’s service and more.

Key responsibilities

This post involves playing a key role in the coordination of Restore’s referrals system and collating monitoring and evaluating data. This post is often the first point of contact for people needing information about the services Restore provides, whether that is people wanting to join one of our services or professionals or carers making contact on behalf of a third party.

The post holder will manage the process whereby people who want to use Restore’s services are assessed and supported to attend our projects as well as arranging the allocation of staff to recovery groups to ensure services are delivered safely and effectively. They will also be responsible for producing monitoring reports and a range of other administrative duties.

The provision of accurate, up-to-date and objective information about personal and lifestyle issues, learning and career opportunities, progression routes, choices, where to find help and advice and how to access it.

More specifically, the job entails:

Working closely with the other staff members from all Restore services, and in particular, close collaboration with the Recovery and Coaching teams, the post holder will be responsible for:


  • Dealing with initial referral enquiries and signposting where appropriate
  • Arranging referral assessments and co-ordinating referral assessors as well as conducting referral assessments and booking appropriate venues.
  • Ensuring all referral paperwork is complete and accurate
  • Liaising with Recovery and Coaching staff to place OMHP referrals directly in appropriate Restore services
  • Following up to ensure eligible clients start in services
  • Signposting on clients who do not meet eligibility criteria for services
  • Be the link person for OMHP partner queries regarding Restore service users in the OMHP service particularly regarding the coordination and implementation of the OMHP approved data monitoring tool.

Monitoring and Managing Databases

Managing the Restore Service User database:

  • Monitoring data for reports for relevant stakeholders
  • Producing periodic (monthly, quarterly and ad hoc) reporting for relevant stakeholders
  • Monitoring exception reporting
  • Ensuring all staff are aware of their data capturing responsibilities
  • Ensuring front-line staff are completing data input accurately and in a timely manner
  • Liaising with the database provider to resolve database issues and queries

Managing the Restore Service User Database continued:

  • Regular auditing and cleansing of data on the database
  • Inputting and managing the referrals information on the database
  • Resolving monitoring queries

Other Administrative Duties

  • Preparing and managing the rota for the recovery service and arranging cover as required
  • Being the first point of contact for all general telephone enquiries relating to referrals and signposting
  • Support the design and implementation of any future impact assessment tools

Line Management

  • To support and monitor referrals volunteers
  • To conduct supervision and training needs analysis
  • To address performance improvement issues

Health and Safety

  • To meet the requirements of all Health and Safety legislation and to be aware of potential hazards and safety procedures.
  • Working to ensure that Restore meets General Data Protection Regulations requirements regarding service user information

Other Responsibilities

  • To work within the policies and procedures of Restore
  • To ensure the efficient use of resources at all times
  • To participate in staff and group meetings where appropriate and attend other relevant meetings
  • To participate in regular supervision with their line manager
  • To attend training courses and read materials that will contribute to personal and organisational development
  • To liaise with other staff and outside agencies as appropriate
  • To be involved in the education of visitors and the public as appropriate
  • To further the aims and philosophy of Restore and help to promote its work
  • To undertake any other duties as may be required by Restore

Person Specification

  • Excellent IT Skills, especially Word and Excel
  • Ability and experience of using a data bases
  • Excellent administrative skills, especially organisation and planning.
  • Ability to work proactively, prioritising and managing a diverse work load.
  • Excellent interpersonal skills including face to face and on the telephone
  • Knowledge and understanding of mental health issues
  • Ability to listen, empathise and provide accurate information to people in distress
  • Ability to analyse data and present it in varying formats
  • Excellent written and communication skills
  • Willingness to develop and learn new skills
  • GCSE or equivalent in Maths and English 9 to 4 (A to C) or equivalent
  • Experience of managing volunteers
  • Experience of working in a mental health setting
  • Ability to write reports based on analysis of data

About Restore

Restore works in Oxfordshire with people who have severe and enduring mental health problems. We know that everyone has talents and abilities, and the capacity to make a valuable contribution to the community. We believe that people with mental health problems have the right to work, the right to the support they need to gain employment and lead fulfilling lives.  We also believe that the stigma associated with mental health problems damages the whole community and in all we do, we work to challenge this discrimination.

Restore provides Recovery Groups and a Coaching Service. Coaching provides one to one support enabling members (service users) to achieve their aims. Restore's coaching activities focus on supporting people to achieve paid work, after a period of illness, to start volunteering or start or return to education. Some coaches are embedded within Recovery Groups, and others work within hospital or community settings.  Recovery Groups provide members with the opportunity to work on their journey of recovery together through therapeutic activity such as gardening, woodwork, catering or craft based activities.

Restore has six sites in Oxfordshire (four in Oxford, one in Didcot, and one in Banbury), plus two sub-contracted sites (in West and South Oxfordshire) and staff who work across a range of other sites in the county.  Restore also leads on the delivery of the Oxfordshire Recovery College, an innovative shared learning environment for people with mental illness, their families, carers and professionals.

Restore also offers Mental Health First Aid training and Working With Mental Health courses, the former aimed at both individuals and organisations and the latter specifically at the corporate sector.

Supplementary Information:

DBS Check:

Any offer of employment is subject to a satisfactory Criminal Records Bureau check.

A criminal record is not necessarily a bar to employment.

This job description is likely to change over time, subject to discussion with the post holder, and in line with the expectation of funders and the strategy for the organisation agreed by the Chief Executive and Trustees.

The client requests no contact from agencies or media sales.