Administrative Assistant

Job Description

The following post has become available within KMPT for a dynamic, self-motivated forward thinking Administration Assistant.

The ideal candidate will be educated to GCSE in Maths and English or equivalent and NVQ Level 2/RSA2 or equivalent.  They will need to possess strong customer service skills, a professional and confident telephone manner, good organisational and keyboard skills and reception experience. Some experience in clinical or document typing would be an advantage. They will also require a good working knowledge of Microsoft Office packages and be able to remain calm and professional when faced with changing or challenging situations.

At interview you will be required to undertake a literacy and typing test.

Main duties of the job

This is a varied role but the main part will be working in reception.  you will be:

  • Meeting and greeting -  welcoming visitors and service users in a courteous/prompt manner that come into the building, you will need to check their details and update the system as appropriate.
  • Answering calls and enquiries from service users, carers or external agencies, prioritising urgency and referring to the most appropriate person.
  • Putting all new referrals onto Rio.
  • Petty Cash.
  • Use MICAD - a room booking system.
  • Typing letters using Big Hand.
  • Assisting the Administrators when required.
  • Take minutes when required.
  • Ordering of stationery

Working for your organisation

We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services servicing 1.8 million people across the country.

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

  • Daily opening of post, date stamping and despatch.
  • Data entry eg inputting of information such as new referrals to the team.
  • Checks relevant systems eg RiO  for clinic appointment list.
  • Photocopying.
  • Printing information in spreadsheet or report format as required.
  • Likely to process confidential information
  • Laminating of posters or reports and binding as appropriate.
  • Booking of appointments and, with appropriate supervision from the   Administrators, arranging meetings and events.
  • Ordering of stationery and other supplies

For further details / informal visits contact:

Name - Amanda Acheson
Job title - Business Administration Co-ordinator
Email address - a.acheson@nhs.net
Telephone number - 0300 303 3189