Administrative Assistant Job Central Bedfordshire area,Flitwick England UK,Administrative/Clerical

Location: Flitwick

Administrative Assistant – Ampthill Community Mental Health Team

An opportunity has become available to join the Ampthill Community Mental Health Team and work as an Administrative Assistant, working 15 hours per week on Mondays and Fridays.

Responsibilities

Ensure all incoming post is date-stamped and distributed to the appropriate persons, and that outgoing mail is sorted according to internal, external departments and relevant agencies.

Receive all incoming calls to the service/team and respond appropriately in a courteous and helpful manner.

Deal with a range of queries from the public and other agencies in a polite and helpful manner, also by telephone and face-to-face encounters, seeking advice and guidance from Team Administrator.

Take and promptly pass on accurate notes and information, exercising independent judgement and discretion when handling, monitoring and filtering calls within data protection, customer care and confidentiality guidelines.

Ensure calls from anxious and distressed patients and carers are dealt with appropriately and referred to the correct system internally.

Manage the diary and appointments system, clinic lists and inform clinicians of their appointment arrivals.

Ensure staff have updated the appointment system.

Co‑ordinate and oversee room bookings and report any problems as appropriate.

Type correspondence such as letters, reports using digital dictation when required.

Maintain office filing systems and ensure information relating to service users is accessible to relevant staff, ensuring confidentiality at all times.

Maintain a standard filing system ensuring that the filing of patient notes, correspondence, questionnaires etc are kept up to date in line with record keeping policies.

Book interpreters and translators for clients’ appointments and monitor confirmation of bookings and act as appropriate.

Ensure there is an adequate supply of all forms and adequate stationery supplies, letterheads, information leaflets, appointment cards etc available for colleagues and service users.

Receive and manage referrals into the service, and discharges.

Update patient information on files and on IT database systems, including Rio ensuring data quality is monitored and any concerns raised.

Undertake general office duties including: photocopying, collating and binding of documents, filing, laminating faxing etc as required.

Provide administrative support to service/team for presentations including setting up of equipment, providing handouts and refreshments as appropriate.

Ensure that office equipment is maintained and reported for repair as necessary and that the office, reception area and waiting room is kept clean and tidy at all times.

Receive regular one-to-one and team supervision from the Team Administrator and Team Manager.

As a service/team member work flexibly to cover essential priority tasks.

Use information technology for a range of purposes.

Report to the Team Manager any issues that are of concern relating to health and safety of the building.

Have excellent verbal, written and communication skills.

Have the ability to remain calm and sensitive in difficult and stressful situations.

Qualifications and Key Skills

Excellent verbal, written and communication skills.
Ability to remain calm and sensitive in difficult and stressful situations.
Ability to multi-task and work independently without direct supervision.
Experience in using information technology for administrative duties (e.g., diary, IT database systems).
Previous experience in a community or health care administrative support role is highly desirable.

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