Job summary
Invicta Health has an exciting opportunity for a Administration Assistant to join the team on a full time basis at 37.5 hours.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
Deal
with general queries via phone, e-mail, and post in a timely manner, directing
where necessary to the appropriate member of the team for action and follow up. Schedule
appointments for patients in relation to core Primary Care Mental Health
Service and SMI Physical Health Check appointments. Send
reminder text messages for all appointments scheduled with the Primary Care
Mental Health Service. Monitor,
check and contact Primary Care Mental Health Service team members at end of day,
following clinical home visits to ensure all members are safe and report any
concerns to PCMHS Head of Service. Maintain
administrative files, records, and systems, ensuring relevant and up to date
information is stored safely and accurately. Assist
with data entry onto any/all systems utilised by the PCMHS team. Compile
standard letters as required, ensuring accuracy and relevant detail. Collect,
open, date stamp and despatch any letters/parcels addressed to the Primary Care
Mental Health Service and distribute post addressed to other services within
Invicta Health as appropriate.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- NHS Pension
- Learning and Development opportunities
- Progression opportunities
- Competitive annual leave entitlement
- Incremental pay progression
- Flexible working
- Approved blue light card provider
- Salary Sacrifice Schemes
- Car Lease Scheme
- Employee Assistance Programme
Job description
Job responsibilities
- Deal
with general queries via phone, e-mail, and post in a timely manner, directing
where necessary to the appropriate member of the team for action and follow up.
- Schedule
appointments for patients in relation to core Primary Care Mental Health
Service and SMI Physical Health Check appointments.
- Send
reminder text messages for all appointments scheduled with the Primary Care
Mental Health Service.
- Monitor,
check and contact Primary Care Mental Health Service team members at end of day,
following clinical home visits to ensure all members are safe and report any
concerns to PCMHS Head of Service.
- Maintain
administrative files, records, and systems, ensuring relevant and up to date
information is stored safely and accurately.
- Assist
with data entry onto any/all systems utilised by the PCMHS team.
- Compile
standard letters as required, ensuring accuracy and relevant detail.
- Collect,
open, date stamp and despatch any letters/parcels addressed to the Primary Care
Mental Health Service and distribute post addressed to other services within
Invicta Health as appropriate.
- Undertake
photocopying & scanning on behalf of the Primary Care Mental Health Service
team.
- Notify
the PCMHS Service Assistant of any equipment that is not working.
- Monitor
and order any stationery and medical supplies for the primary Care Mental
Health Team and Corporate Office.
- Monitor
and complete the booking of external visitors attending corporate office to
meet with PCMHS team.
- Attend
and take minutes at Primary Care Mental Health Service meetings as and when
required.
- ensure
the Invicta Health premises are secured and left in a tidy state at the end of
the working day with equipment stored safely and cupboards locked. To
work collaboratively and professionally with colleagues across Invicta Health,
building and maintaining relationships.
- To
contribute to the development of services, including processes, templates and
principles.
- To ensure that strict confidentiality is observed at
all times, especially when dealing with personal information.
- To take part in any statutory and mandatory training
or other training and development programmes as requested.
- Any other reasonable duties as directed by your line
manager.
- Due to the changing nature of Invicta Health, job
descriptions will evolve and are therefore subject to periodic review.
- Full terms and conditions of employment will be issued
if an offer of employment is made.
- Confidentiality, Equality and Diversity
- In
the undertaking of the duties outlined above the post-holder will have access
to confidential and sensitive information. This must be kept strictly
confidential at all times.
- Policies
and procedures relating to the protection of personal and sensitive data must
be always adhered to and only divulged to authorised persons.
- The
post-holder will support the equality, diversity, and rights of patients &
colleagues in a manner that is consistent with Invicta Health policies and
legislation.
- The
privacy, dignity and beliefs of patients, carers and colleagues must be
respected.
- The
post-holder should behave in a manner which is welcoming, non-judgmental and
respectful of the circumstances and rights of all visitors to the practice.
- Data Protection
- Under
the Data Protection Act 1998:
- You
must not at any time use the personal data held by the organisation for a
purpose not described in the Register entry or disclose such data to a third
party.
- If
you are in any doubt regarding what you should or should not do in connection
with the Data Protection Act, then you must contact your Manager.
- Health & Safety
- Employees
must be aware of the responsibility placed on them under the Health and Safety
at Work Act (1974) to maintain a healthy and safe working environment for both
staff and visitors. Employees also have a duty to observe obligation under the
organisation safety policies, and to maintain awareness of safe practices and
assessment of risk.
- Infection control
- All
staff, collectively and individually, have a duty of care in following best
practice in adherence to guidelines which is a fundamental requirement in
underpinning the management of Infection, Prevention and Control.
- Safeguarding Children and Vulnerable Adults
- Safeguarding
of individuals who come into contact with our services whether a child or young
person, person with Learning Disabilities or an older or vulnerable adult, is
the responsibility of all employees of the organisation in whatever capacity
they are employed.
- Safeguarding Children
- The
organisation adheres to the KCC Child Protection Procedures, and all employees
have a duty of care and a responsibility to safeguard and promote the welfare
of children.
Job description
Job responsibilities
- Deal
with general queries via phone, e-mail, and post in a timely manner, directing
where necessary to the appropriate member of the team for action and follow up.
- Schedule
appointments for patients in relation to core Primary Care Mental Health
Service and SMI Physical Health Check appointments.
- Send
reminder text messages for all appointments scheduled with the Primary Care
Mental Health Service.
- Monitor,
check and contact Primary Care Mental Health Service team members at end of day,
following clinical home visits to ensure all members are safe and report any
concerns to PCMHS Head of Service.
- Maintain
administrative files, records, and systems, ensuring relevant and up to date
information is stored safely and accurately.
- Assist
with data entry onto any/all systems utilised by the PCMHS team.
- Compile
standard letters as required, ensuring accuracy and relevant detail.
- Collect,
open, date stamp and despatch any letters/parcels addressed to the Primary Care
Mental Health Service and distribute post addressed to other services within
Invicta Health as appropriate.
- Undertake
photocopying & scanning on behalf of the Primary Care Mental Health Service
team.
- Notify
the PCMHS Service Assistant of any equipment that is not working.
- Monitor
and order any stationery and medical supplies for the primary Care Mental
Health Team and Corporate Office.
- Monitor
and complete the booking of external visitors attending corporate office to
meet with PCMHS team.
- Attend
and take minutes at Primary Care Mental Health Service meetings as and when
required.
- ensure
the Invicta Health premises are secured and left in a tidy state at the end of
the working day with equipment stored safely and cupboards locked. To
work collaboratively and professionally with colleagues across Invicta Health,
building and maintaining relationships.
- To
contribute to the development of services, including processes, templates and
principles.
- To ensure that strict confidentiality is observed at
all times, especially when dealing with personal information.
- To take part in any statutory and mandatory training
or other training and development programmes as requested.
- Any other reasonable duties as directed by your line
manager.
- Due to the changing nature of Invicta Health, job
descriptions will evolve and are therefore subject to periodic review.
- Full terms and conditions of employment will be issued
if an offer of employment is made.
- Confidentiality, Equality and Diversity
- In
the undertaking of the duties outlined above the post-holder will have access
to confidential and sensitive information. This must be kept strictly
confidential at all times.
- Policies
and procedures relating to the protection of personal and sensitive data must
be always adhered to and only divulged to authorised persons.
- The
post-holder will support the equality, diversity, and rights of patients &
colleagues in a manner that is consistent with Invicta Health policies and
legislation.
- The
privacy, dignity and beliefs of patients, carers and colleagues must be
respected.
- The
post-holder should behave in a manner which is welcoming, non-judgmental and
respectful of the circumstances and rights of all visitors to the practice.
- Data Protection
- Under
the Data Protection Act 1998:
- You
must not at any time use the personal data held by the organisation for a
purpose not described in the Register entry or disclose such data to a third
party.
- If
you are in any doubt regarding what you should or should not do in connection
with the Data Protection Act, then you must contact your Manager.
- Health & Safety
- Employees
must be aware of the responsibility placed on them under the Health and Safety
at Work Act (1974) to maintain a healthy and safe working environment for both
staff and visitors. Employees also have a duty to observe obligation under the
organisation safety policies, and to maintain awareness of safe practices and
assessment of risk.
- Infection control
- All
staff, collectively and individually, have a duty of care in following best
practice in adherence to guidelines which is a fundamental requirement in
underpinning the management of Infection, Prevention and Control.
- Safeguarding Children and Vulnerable Adults
- Safeguarding
of individuals who come into contact with our services whether a child or young
person, person with Learning Disabilities or an older or vulnerable adult, is
the responsibility of all employees of the organisation in whatever capacity
they are employed.
- Safeguarding Children
- The
organisation adheres to the KCC Child Protection Procedures, and all employees
have a duty of care and a responsibility to safeguard and promote the welfare
of children.
Person Specification
Key Skills & Personal Attributes
Essential
- Works well as part of a team
- Ability to adapt
- Good IT and keyboard skills
- Organisational abilities
- Good time management
- Able to take instruction and direction
- Good telephone manner
- Ability to use discretion and maintain confidentiality
- Strong attention to detail and accuracy in work
- Knowledge of Information Governance
- Personal Attributes :
- Calm under pressure.
- Strives for excellence.
- Honest and fair.
- Leads by example.
- Positive can do attitude.
Desirable
- Understanding of the Data Protection Act.
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy.
Experience
Essential
- Broad administrative skills and experience
- Knowledge of office management systems and procedures
- Experience of working with different computer packages
Desirable
- Previous administration experience within a medical environment
- Knowledge and understanding of the National Health Service
- Experience of setting up and maintaining effective administrative filling systems
Person Specification
Key Skills & Personal Attributes
Essential
- Works well as part of a team
- Ability to adapt
- Good IT and keyboard skills
- Organisational abilities
- Good time management
- Able to take instruction and direction
- Good telephone manner
- Ability to use discretion and maintain confidentiality
- Strong attention to detail and accuracy in work
- Knowledge of Information Governance
- Personal Attributes :
- Calm under pressure.
- Strives for excellence.
- Honest and fair.
- Leads by example.
- Positive can do attitude.
Desirable
- Understanding of the Data Protection Act.
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy.
Experience
Essential
- Broad administrative skills and experience
- Knowledge of office management systems and procedures
- Experience of working with different computer packages
Desirable
- Previous administration experience within a medical environment
- Knowledge and understanding of the National Health Service
- Experience of setting up and maintaining effective administrative filling systems
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
