Job summary
Surry and Borders is looking for someone to act as the main admin resource for the team, processing referrals, letters and other communications effectively to aid with the smooth running of the reception area and provide efficient administrative support for team members.
Work timing: 9 AM to 5 PM
Days: Monday to Friday
Working hours: 37.5 hours Per week
Location: Unither House, Curfew Bell Rd, Chertsey, Surrey, KT16 9FG
Main duties of the job
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Receive and process referrals to the relevant clinician and system(s).
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Process discharge paperwork and update system(s) accordingly.
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Type all letters dictated or provided by the team.
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Book appointments on the patient record system.
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Take minutes at team meetings and transcribe accurately.
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Answer telephone calls and relay any messages in a timely manner.
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Carry out general administrative tasks such as typing, copying, scanning, printing, and laminating.
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Provide support to team members in setting up rooms for meetings.
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Check and book rooms for other team members upon request.
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Scan documents for uploading to patient record system.
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Receive and respond to e-mails appropriately, forwarding where necessary.
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Arrange clinic appointments.
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Monitor and raise purchase requisitions for stationery, services (such as interpreters), and departmental supplies.
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Provide cover for other colleagues in the admin team during short absences (annual leave or sickness).
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for?This ranking is based on staff feedback in the 2023 NHS Staff Survey.
Job description
Job responsibilities
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Ensure accurate and timely processing of referrals, discharges, and patient information on relevant systems.
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Maintain confidentiality and data integrity in all administrative and patient-related tasks.
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Support effective communication within the team by managing correspondence, calls, and meeting documentation.
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Maintain efficient organisation of departmental resources, including stationery, meeting rooms, and service requisitions.
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Keep up to date with statutory and mandatory training requirements.
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Ensure visitors are received appropriately and security procedures are followed (signing in/out, access tools).
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Administer access tools such as door fobs, car park barriers, and keys when required.
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Monitor CCTV and report concerns to the appropriate person.
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Handle incoming and outgoing post and parcel deliveries efficiently on a daily basis.
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Escalate any reception or administrative concerns to the line manager promptly.
Job description
Job responsibilities
-
Ensure accurate and timely processing of referrals, discharges, and patient information on relevant systems.
-
Maintain confidentiality and data integrity in all administrative and patient-related tasks.
-
Support effective communication within the team by managing correspondence, calls, and meeting documentation.
-
Maintain efficient organisation of departmental resources, including stationery, meeting rooms, and service requisitions.
-
Keep up to date with statutory and mandatory training requirements.
-
Ensure visitors are received appropriately and security procedures are followed (signing in/out, access tools).
-
Administer access tools such as door fobs, car park barriers, and keys when required.
-
Monitor CCTV and report concerns to the appropriate person.
-
Handle incoming and outgoing post and parcel deliveries efficiently on a daily basis.
-
Escalate any reception or administrative concerns to the line manager promptly.
Person Specification
Qualifications
Essential
- Good standard of education e.g. GCSE/ O Level
- NVQ Level 3 in Business Admin or equivalent experience (3 years)
Experience
Essential
- Minimum of 1 years' experience of working
- Experience of working in a reception environment
Desirable
Person Specification
Qualifications
Essential
- Good standard of education e.g. GCSE/ O Level
- NVQ Level 3 in Business Admin or equivalent experience (3 years)
Experience
Essential
- Minimum of 1 years' experience of working
- Experience of working in a reception environment
Desirable
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
