Administrative Assistant

Job Description

A post is available within the Acute Care Group for a dynamic, self-motivated, Admin Assistant. Based at Little Brook Hospital, manning reception and providing support to our inpatient and Crisis Resolution Teams. The post holder will be educated to A Level standard, or equivalent, and NVQ Level 3/RSA 3, or equivalent.  The successful candidate will provide reception, secretarial and admin support, as well as primarily provide reception cover, being the first point of call for visitors, both carers and professional. The hours are part-time, 15 per week, working Monday to Sunday. Shifts will vary on a weekly basis.

You  must have the following:

  • Excellent secretarial, organisational, and keyboard skills
  • Good knowledge of MS Office packages, particularly Excel and PowerPoint
  • Working to tight deadlines, and changing and challenging situations, whilst maintaining attention to detail
  • Experience with face-to-face customer service
  • Have a polite telephone manner and are happy to help

Main duties of the job

  • Responds to requests and provides information to external and internal queries from staff, patients and other departments including signposting to appropriate service or individual.
  • Providing telephone support for the Hospital.
  • Uses electronic communication systems eg email in accordance with Trust policy.
  • Will be 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.
  • Supports the Admin Team, Management and Wards in any and all tasks requested.
  • Responsible for the health and safety of self and visitors.

Working for your organisation

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.

Detailed job description and main 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 ward and reception administrative and duties.

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

Ensuring documentation is uploaded to the patient’s electronic files.

General upkeep of the reception office and reception displays, as well as the reception office.

Ensuring the booking of interpreters as and when required.

For further details / informal visits contact:

Name - Neil Brackenbury
Job title - Business Admin Coordinator
Email address - neil.brackenbury1@nhs.net
Telephone number - 07867153891