Administrative Assistant

Kent & Medway NHS & Social Care Partnership Trust

This job is now closed

Job summary

This role provides direct administrative support to our patients in the Community. The successful candidate will work closely within the team providing support to the wider team, co-ordinating information, typing, making appointments , making and receiving calls from our clients. Attending meetings and ensuring the service runs smoothly

Provides a flexible resource to support teams in the provision of services to include organisation of work for self and may have front line contact with service users, carers, the general public or other external stakeholders and internal colleagues. The focus of this posts may be on a variety of tasks including volume typing mainly from digital dictation, data inputting, copying, filing, ordering of supplies, checking and coding of invoices .

Main duties of the job

To respond to requests and provides information to external and internal queries from staff, patients and other departments including signposting to appropriate service or individual.

You may participate in collation of feedback in relation to service user experience of our services.

Use electronic communication systems eg email in accordance with Trust policy.

Are responsible for the scheduling of appointments, including Care Programme Approach, Professionals' and Best Interest Meetings.

Inputting of information for report writing and updating of records and databases, including regular auditing.

Formatting of spread sheets using basic Excel skills.

Able to type correspondence from digital and handwritten notes.

Use of general office equipment eg photocopier, fax, shredder, laminator, scanners, printers etc.

Distribution of information, in both soft and hard copy.

Support the Clinical team .

About us

Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.

We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people across the county.

The Trust (rated Good overall by the CQC and Outstanding for care) has 3,283 staff working in 66 buildings across 33 locations, covering an area of 1,450 square miles.

You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.

The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.

Date posted

26 September 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

380-NK044

Job locations

Coleman House, Dover

Brookfield Avenue

Dover

CT16 2AH

Job description

Job responsibilities

Expected to advise patients, carers and visitors as first point of contact in order to direct their enquiries to the relevant department.

Responsible for maintaining stock of office supplies, through escalation to senior administrative staff.

Responsible for the day-to-day running of office with administrative duties.

Ensure filing is kept accurate and up-to-date.

Ensuring documentation is uploaded to the patients electronic files.

Order Stationary

Make Appointments for Clinical staff and Medics

Type and send letters electronically and by post

Ensuring the booking of interpreters as and when required.

Please see job description for full details.

Job description

Job responsibilities

Expected to advise patients, carers and visitors as first point of contact in order to direct their enquiries to the relevant department.

Responsible for maintaining stock of office supplies, through escalation to senior administrative staff.

Responsible for the day-to-day running of office with administrative duties.

Ensure filing is kept accurate and up-to-date.

Ensuring documentation is uploaded to the patients electronic files.

Order Stationary

Make Appointments for Clinical staff and Medics

Type and send letters electronically and by post

Ensuring the booking of interpreters as and when required.

Please see job description for full details.

Person Specification

Qualifications

Essential

Minimum GCSE or equivalent grade C in Maths, English and IT

Desirable

Experience with Microsoft Office Packages
Experience in form/ report design

Experience

Essential

Experience in call handling
Diary Management skills
Filing - Electronic and Manual
Displays evidence of keeping to deadlines
Administrative experience in the last 3 years

Desirable

Healthcare Administrative Experience in the past 2 years
Experience in minute taking

Customer Service

Essential

Experience in Office
Other experience

Desirable

Complaints handling
Handling difficult conversations and situations

Person Specification

Qualifications

Essential

Minimum GCSE or equivalent grade C in Maths, English and IT

Desirable

Experience with Microsoft Office Packages
Experience in form/ report design

Experience

Essential

Experience in call handling
Diary Management skills
Filing - Electronic and Manual
Displays evidence of keeping to deadlines
Administrative experience in the last 3 years

Desirable

Healthcare Administrative Experience in the past 2 years
Experience in minute taking

Customer Service

Essential

Experience in Office
Other experience

Desirable

Complaints handling
Handling difficult conversations and situations

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.