About the Role
Job Advertisement
Job Vacancy: Services Coordinator
Organisation: HSTAR Scotland SCIO
Location: Viewfield Chambers, Viewfield Place, Stirling, FK8 1NQ, Scotland
Contract Type: 1 year fixed-term (21 hours per week), subject to funding availability
Salary: £25,280 per annum (full-time equivalent) / £15,168 per annum pro rata for 21 hours per week
Reports to: Services Manager
About HSTAR Scotland SCIO
At HSTAR Scotland we are deeply rooted in lived experience, which shapes everything we do. Since August 2020, we have proudly followed our mission to create a welcoming and inclusive healing environment for women in Scotland, primarily focusing on the Forth Valley.
We help all women rebuild their lives after experiencing trauma and abuse. We take pride in placing the individual at the centre of their own therapeutic journey, offering a person-centred and trauma-informed approach to care.
Our holistic approach provides a wide range of trauma-informed services, including 1-2-1 therapy sessions, coaching, group sessions, advocacy services, befriending, mental health and wellbeing sessions, safety planning, and meaningful activities.
HSTAR Scotland SCIO has a small central leadership structure led by the CEO, with a Therapy Manager/Coordinator overseeing service delivery and coordination, alongside contracted therapists, mental health practitioners, and volunteers.
The Role
The Services Coordinator sits at the heart of HSTAR Scotland’s service, ensuring clients move smoothly and safely through it from referral onwards.
The role is heavily focused on conducting client assessments for the service, alongside managing communications, processing referrals, maintaining databases, verifying data, scheduling appointments, handling invoices and ensuring organisational efficiency. The post holder also documents client progress and provides clients with appropriate mental health resources.
The role does not involve delivering direct mental health support. It does, however, require consistent adherence to trauma-sensitive practices and ethical standards, and close collaboration with team members to provide holistic, client-focused care.
Key Responsibilities
General Administrative Tasks
• Respond to email and phone enquiries quickly, professionally and empathetically, ensuring all queries are dealt with in a timely manner.
• Record, process and monitor new client referrals with great attention to detail, creating accurate records and maintaining an organised client database.
• Check and verify data for accuracy so that client and case records remain reliable and up to date.
• Book and organise initial assessment calls at convenient times for new clients.
• Issue invoices for services accurately and monitor payment statuses to maintain proper financial records.
• Schedule client appointments and therapy sessions in line with the availability of service providers and clients.
• Use excellent organisational skills to balance competing responsibilities and ensure organisational efficiency.
• Maintain strict confidentiality and sensitivity when handling client information, in compliance with GDPR.
• Collaborate effectively with team members to ensure smooth, cohesive delivery of services.
• Take a proactive and flexible approach to problem-solving and decision-making.
Conducting Client Assessments
• Preparation and scheduling: gather referral details, prepare the intake template and resources, and contact the client to schedule the assessment.
• Facilitating the assessment: conduct the call to collect all required information, assess eligibility, address safety concerns and manage client expectations, using the intake template as guidance.
• Recording and uploading notes: finalise notes from the assessment, scan them to PDF and securely upload the file to the charity’s CRM system.
• Reporting via the Therapy Allocation Form: complete and submit the Therapy Allocation Form using the charity’s Microsoft Office form, download the PDF copy and upload it to the CRM for documentation and tracking.
• Administering standard assessment measures (e.g. CORE-10) where used, to support assessment and the documentation of client progress.
Documenting Client Progress
• Maintain accurate, up-to-date records of each client’s progress through the service, from referral and assessment through allocation and the support delivered by others.
• Record outcomes and feedback consistently to support continuity of care and service monitoring.
Providing Mental Health Resources
• Identify and provide clients with appropriate resources, such as contact information for emergency services and support organisations, wellbeing booklets, or apps that enhance coping strategies.
• Signpost clients to relevant internal and external support as part of the assessment and coordination process.
Collaboration with Colleagues and Reporting
• Keep the Services Manager and team updated on client progress and any emerging risks that may require additional intervention.
• Attend internal team meetings to discuss caseloads, challenges and opportunities for service improvement.
• Collaborate with other members of the team (e.g. managers, therapists, students, external organisations) to ensure clients receive holistic, well-rounded support.
• Participate in regular organisational training, including trauma-informed care, maintaining an up-to-date understanding of best practice.
Maintaining Ethical and Professional Standards
• Follow all relevant policies and procedures, including safeguarding, GDPR and trauma-informed principles, protecting client data and wellbeing at all times.
• Adhere to trauma-sensitive practices and ethical standards in all contact with clients and colleagues.
• Proactively support a culture of ongoing learning and improvement, seeking feedback and supervision where appropriate.
• Use charity resources effectively, seeking manager support where additional materials are needed.
What We Are Looking For (Person Specification)
Essential Criteria
• Excellent organisational skills and ability to manage competing priorities.
• Confident, empathetic written and telephone communication.
• Understanding of trauma-informed, person-centred practice.
• Working knowledge of GDPR and confidentiality.
• Understanding of safeguarding responsibilities.
• Ability to work as part of a small, multi-disciplinary team.
• English at Proficiency Level CEFR C1 minimum.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook and related systems.
Desirable Criteria
• Experience of conducting assessments or structured client intake.
• Psychological training: undergraduate or master’s degree in psychology or a related field is an advantage.
• Knowledge of counselling and therapy services.
• Understanding impact of trauma, abuse or poor mental health.
• Bilingual or additional community languages.
• Commitment to HSTAR Scotland’s values and to supporting women survivors.
• Experience of working with databases/CRM.
Qualifications & Requirements
• Degree-level education in Psychology, Health and Social Care, Business Administration, or a related field is desirable. Equivalent relevant professional experience will also be considered.
• Candidates are expected to have the right to live and work in the UK.
• The role is subject to satisfactory pre-employment checks, including relevant safeguarding and criminal record checks.
• Full compliance with safeguarding standards, confidentiality requirements, GDPR and organisational policies.
Benefits
Statutory annual leave entitlement, plus additional discretionary leave during the Christmas period
NEST Pension scheme
Family-friendly policies
Access to trauma-informed professional supervision
Professional development opportunities in trauma-informed practice, safeguarding, governance and other areas
Unlimited access to internal training resources and an external learning platform
Opportunity to work alongside and support from an experienced and skilled Board of Trustees
How to Apply
If you are an organised, compassionate and detail-oriented professional who is passionate about supporting women affected by trauma through high-quality service coordination, we would love to hear from you.
Please submit your CV and a tailored covering letter detailing how your experience meets the person specification: hr@hstar-scotland.org
Closing Date: 3 July 2026
Interview Dates: Expected to take place during the week commencing 13 July 2026 (TBC).
HSTAR Scotland SCIO is an equal opportunities employer committed to safeguarding and promoting the welfare of vulnerable groups.