A Band 3 Administrator will be a flexible resource to support teams in the provision of services to include organisation of work for self and other team members and may have front line contact with service users, carers, the general public or other external stakeholders, as well as internal colleagues. Administrators will support one or more team(s). The focus of these posts will be less on volume typing and preparation of correspondence and more on customer service, organisation e.g. diary management and organising meetings and events, maintenance of effective and efficient working systems and supporting business and performance management. Providing day-to-day supervision, and delegating tasks to the Administrative Assistant where these form part of the team. Scope will vary with each post depending on service needs.
The Varied Role Of Administrator Will Include:
1. Booking and supporting clinic appointments.
2. Having contact with patients, carers, relatives and other external stakeholders.
3. Typing letters and reports via BigHand (audio) and/or copy typing.
4. Using the patient record system RIO (training provided).
5. Taking phone calls and managing the admin mailbox.
6. Minuting meetings.
7. Processing referrals.
8. Some analytical work in supporting the team to achieve their KPIs and Trust targets.
9. Ordering of stationery and other items as required via SBS (training provided).
It is important that the successful applicants exhibit empathy and compassion, have a professional and flexible attitude, enjoy being part of a team, have initiative, good communication and interpersonal skills, are able to prioritise workloads and can work to agreed timescales.
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.
Meet and greet either by phone or face to face welcoming visitors and service users in a courteous and prompt manner and check contact details are up to date.
Liaises with internal and external stakeholders on behalf of line manager, colleague or team member including GPs for missing information.
Answer calls and enquiries from service users or carers, prioritising urgency and referring to the most appropriate person.
Ensure KMPT standards are adhered to in terms of all communications and timescales when answering the phone, the message to the caller and promptly redirecting where appropriate.
Scrutinise and process email inboxes, determining urgency and importance and taking appropriate action.
Keep duty mailbox up to date and process incoming referrals accordingly.
May provide some reception cover in absence of Administrative Assistant.
Responds to urgent requests e.g. from GPs for letters following a consultation.
May devise and distribute Trust leaflets and information e.g. on Mental Health Act to service users which explain their rights or highlight services available.
May organise interpreters as requested via the Trust Communications Team.
May take requests for repeat prescriptions and organise for these to be issued and signed by the appropriate clinician for collection by service user or carer and order prescription pads or other supplies.
Development of documents e.g. letters and spreadsheets, slides, reports - to KMPT branding/standards.
Perform basic patient administration e.g. on RiO amending non-clinical information - entry and deletion of non-clinical information such as referrals, appointments, waiting list entries, episode information, day care, case load, procedures and A&E episodic data.
Some identified posts will be able to perform additional activities in relation to RiO or ELMS including viewing and printing prescription/medication details, view summary health information using viewing of demographic data/health records (except personal/sensitive/sealed), unlocking of Smartcards to same banding or below as appropriate, ability to add items and activity to diaries/rotas including in-patient based activity, alteration of finalised clinical documentation e.g. from dictation prior to clinical verification e.g. referral, appointment and discharge letters, assessment/diagnostic reports etc.
If working for clinical or technical managers, likely to build up knowledge base of technical wording used on a regular basis.
May draft simple feedback questionnaires for clinician or manager approval, distribute and collate results on spreadsheet.
Managing clinic setup according to requirements and staffing levels.
Maintain safeguarding and adult and child protection records in accordance with Local Authority policy and procedures.
Preparation of standard and non-standard reports on activity, basic statistics.
Ability to cross-check data from different systems to meet information needs and to highlight discrepancies.
Operation of general office equipment including photocopier, scanners and shredders, fax and carry out routine maintenance.
Developing spreadsheets for recording of local information where appropriate after checking whether existing report formats are available.
Liaison with IT Helpdesk to report problems promptly.
Dealing with invoices and expenses claims totalling less than £1,000 per month.
Ordering of stationery and supplies and managing stationery stores.
Hold and manage the petty cash float, progressing payments and receipting cash deposits and maintaining accurate records via controlled stationery. Undertake monthly reconciliation of cash to receipts.
Daily opening of post and despatch where there is no Admin Assistant.
Compiling staff rotas though responsibility for cover arrangements will lie with manager/clinician.
Anticipates what needs to be done to ensure manager is in the right place at the right time with the right documents/information and in the right state.
Really efficient diary management, understands constraints and when to say no to diary entries having first established parameters with manager.
Arrange and co-ordinate appointments and meetings of all sizes.
This advert closes on Sunday 6 Apr 2025.
Proud member of the Disability Confident employer scheme.
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.
#J-18808-Ljbffr