Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Location: Kingsnorth

Job Title:

Administrator

Department:
East Kent Neuropsychiatry

Duration:
This is a temporary role, and it is currently ongoing

Location:

St Stephen’s Healthcare Centre, St Stephen’s Walk, Ashford, TN23 5AQ

Working Pattern: 30 hours per week, Mon - Thu, 9am - 5pm

Pay Banding:
Band 3 – £12.75 per hour

Trust:
Kent and Medway Mental Health NHS Trust

Experience

Required:

NHS (administrative) experience OR administrative experience in a similar environment + Reception & Typing Letters experience

Job Description

The post holder will be part of the East Kent Neuropsychiatry Admin Team who provide direct administrative support to the Neuropsychiatry Clinical Team. The postholder will also be expected to liaise effectively with employees at all levels throughout the organisation and with external organisations as required, using verbal, written and electronic media. The post holder will be expected to work on own initiative with the ability to organise own workload and exercise discretion as to the degree of urgency and importance required, create and maintain spreadsheets and databases, have experience of electronic diary management, be an excellent communicator and ability to remain calm in sometimes difficult situations.

The post holder will have front line contact with service users, carers and the general public or other external stakeholders, as well as internal colleagues.

Communication

* Contribute to effective communication by liaising with internal and external parties and agencies as required on behalf of the team.

* Deal with correspondence and communication liaising, prioritising and co-ordinating with the clinical team.

* Deal with telephone calls and general enquiries and maintain an efficient message system co-ordinating with team members.

* Liaise in a professional manner with each member of the team, providing relevant information.

* Maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all internal and external customers.

Service Development

* Participate in ongoing audits and service development as directed by Line Manager.

* Assist the Business Support Manager in relation to developing policies and procedures.

Knowledge & Training

* Maintain own professional development portfolio and participate in appropriate training programmes and ensuring annual attendance for mandatory training

* Diary management as required for team members to include appointments / meetings, regular commitments to assist in organising the workload.

* Ensure confidential information is retained and stored in line with Trust policy in an efficient and effective manner.

* Use set procedures to undertake administrative and secretarial functions around legislative procedures i.e. Mental Health Act, Mental Capacity Act.

* Attend and contribute to internal/external meetings relevant to the post as delegated by the line manager.

* Provide cover for other administrative staff during holidays and sickness, across the Locality.

* Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance.

* Liaise with IT departments as delegated by line manager regarding problems / faults with electronic equipment etc.

* Be responsive, adaptable and flexible to working across the locality bases.

* Undertake other appropriate duties as directed, being adaptable and flexible to service needs and changes across the locality