Administrative Assistant
Job Description
Job summary
The person will join an enthusiastic and committed team of professional colleagues focused on delivering exceptional service to people experiencing psychological distress. The role will benefit from high level of personal support and development commensurate with the degree of engagement evidenced by the postholder.
Main duties of the job
The post holder will assist in delivering an effective and efficient administration service to provide quality client care. This will include general clerical and administrative duties that facilitate the administrative elements of the entire client pathway covering:
Accepting and registering referrals from existing pathways;
Allocating clients and supporting the appointments process;
Management of client notes and allocation to therapists;
Input data into the client records management system;
Refer on/discharge, following clinical direction, to other service providers.
The post holder will have skills in all areas of administrative functions to enable them to support the client pathway following agreed operating procedures to ensure that functions of the role are carried out correctly within given timescales.
About us
Centre for Psychology has a track record of positivity within the service. A learning culture permeates the whole organisation and continuing professional development extends to every role. The service ethos is supportive of autonomy and creativity in delivering psychological therapies. As an NHS training organisation there are opportunities to continue professional career development.
Job responsibilities
Communication
Receive and assist clients and healthcare professionals either in face to face or telephone contact in a friendly manner, addressing and directing their enquiries appropriately within
the NHS Talking Therapy service. This duty may require providing cover on a rota basis.
Monitor and manage incoming emails and correspondence
Administer the appointments process including registering clients, making bookings,
cancelling, rearranging and processing DNAd appointments and forwarding on electronic
referrals where required, meeting agreed timescales
Assist in the daily management of waiting list activity and respond to urgent tasks
Undertake general admin duties including, but not limited to, distributing emails, room bookings, scanning, photocopying, printing as required
Assist in the production of client information packs
Provide routine non-clinical advice, information, guidance or ancillary services directly to clients, relatives or carers
Assist with any changes to service provision or administrative systems as requested
Data Systems
Maintain and update filing systems for correspondence, activity and information.
To monitor and report on website maintenance.
Review
These duties and responsibilities will be regularly reviewed with the post holder and changes may be agreed over time.
Person Specification
Qualifications
Essential
- Good general education to GCSE or equivalent with evidence of good numeracy and literacy
Desirable
- European Computer Driving License
- NVQ Level 3 in Business Administration
Knowledge and Skills
Essential
- Knowledge / Skills / Experience
- Knowledge of Microsoft Office programs - Outlook, Word, Excel,Publisher
- Excellent communication skills, both
- written and verbal
- Accurate IT and keyboard skills
- including Excel spreadsheets
- Well-developed time management
- skills
- High standard of organisational ability
- Able to prioritise a pressured workload
- A good eye for detail
- Ability to maintain discretion and
- confidentiality
- Adaptable and flexible to meet
- fluctuating needs
- Able to communicate well at all levels
- Ability to be flexible to meet service
- needs
- Ability to work independently and
- unsupervised
Desirable
- Strong team player evidence
- Knowledge and Experience of using Open Source programmes
Other
Essential
- Documented work history
- Evidence that personal behaviour is consistent with Centre for Psychology values
Experience
Essential
- Evidence of previous administration or secretarial experience in a busy working office environment
- Experience of providing a customer care service
- Experience on Microsoft Office Outlook, Word, Excel, Publisher
- Experience in taking notes/minutes
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Centre For Psychology
Address
26A Chertsey Street
Guildford
Surrey
GU1 4HD
