Administrator
Job Description
Job summary
A Band 3 Administrator will be a flexible resource to support teams in the provision of services to include organisation of work for self and other team members and may have front line contact with service users, carers, the general public or other external stakeholders, as well as internal colleagues. Administrators will support one or more team(s).
The focus of these posts will be less on volume typing and preparation of correspondence and more on customer service, organisation e.g. diary management and organising meetings and events, maintenance of effective and efficient working systems and supporting business and performance management. Providing day-to-day supervision, and delegating tasks to the Administrative Assistant where these form part of the team. Scope will vary with each post depending on service needs
What is High Cost Area Allowance?
The High-Cost Area (HCA) allowance, also referred to as London Weighting is a payment made to employees who work in London and the surrounding areas.
As this post is based in Dartford, Gravesham or Swanley, the successful applicant will receive an additional payment each month.
5% of basic salary, subject to a minimum payment of £1,258 per year and a maximum payment of £2,121 per year (the agreed annual amount will be divided into 12 equal amounts and paid monthly)
Main duties of the job
The varied role of Administrator will include:
- Booking and supporting clinic appointments.
- Having contact with patients, carers, relatives and other external stakeholders.
- Typing letters and reports via BigHand (audio) and/or copy typing.
- Using the patient record system RIO (training provided).
- Taking phone calls and managing the admin mailbox.
- Minuting meetings.
- Processing referrals.
- Some analytical work in supporting the team to achieve their KPIs and Trust targets.
- Ordering of stationery and other items as required via SBS (training provided).
- It is important that the successful applicants exhibits empathy and compassion, has a professional and flexible attitude, likes being part of a team, has initiative, good communication and interpersonal skills, is able to prioritise workloads and can work to agreed timescales.
About us
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.
Job responsibilities
Meet and greet either by phone or face to face welcoming visitors and service users in courteous/prompt manner and check contact details are up to date.
Liaises with internal and external stakeholders on behalf of line manager, colleague or team member including GPs for missing information.
Answer calls and enquiries from service users or carers, prioritising urgency and referring to most appropriate person.
Ensure KMPT standards are adhered to in terms of all communications and timescales when answering the phone, the message to the caller and promptly redirecting where appropriate.
Scrutinise and process email inboxes, determines urgency and importance and takes appropriate action.
Keep duty mailbox up to date and process incoming referrals accordingly.
May provide some reception cover in absence of Administrative Assistant
Responds to urgent requests e.g. from GPs for letters following a consultation May devise and distribute Trust leaflets and information e.g. on Mental Health Act to service users which explain their rights or highlight services available.
May organise interpreters as requested via the Trust Communications TeamMay take requests for repeat prescriptions and organise for these to be issued and signed by the appropriate clinician for collection by service user or carer and order prescription pads or other supplies
Development of documents e.g. letters and spread sheets, slides, reports - to KMPT branding/standards.
Perform basic patient administration e.g. on RiO amending non-clinical information - entry and deletion of non-clinical information such as referrals, appointments, waiting list entries, episode information, day care,
case load, procedures and A&E episodic data. View and register the location of physical health records and amend local instance patient demographics only and conducting simple trace, printing clinic lists or otherinformation
Some identified posts will be able to perform additional activities in relation to RiO or ELMS including viewing and printing prescription/medication details, view summary health information using viewing of demographic data/health records (except personal/sensitive/sealed), unlocking of Smartcards to same banding or below as appropriate, ability to add items and activity to diaries/rotas including in-patient based activity, alteration of finalised clinical documentation e.g. from dictation prior to clinical verification e.g.referral, appointment and discharge letters, assessment/diagnostic reports etc.
If working for clinical or technical managers, likely to build up knowledge base of technical wording used on regular basis
May draft simple feedback questionnaires for clinician or manager approval, distribute and collate results on spread sheet
Managing clinic setup according to requirements and staffing levels
Maintain safeguarding and adult and child protection records in accordance with Local Authority policy and procedures.
Preparation of standard and non-standard reports on activity, basic statistics
Ability to cross check data from different systems to meet information needs and to highlight discrepancies
Operation of general office equipment including photocopier, scanners and shredders, fax and carry out routine maintenance
Developing spread sheets for recording of local information where appropriate after checking whether existing report formats are available
Liaison with IT Helpdesk to report problems promptly
Dealing with invoices and expenses claims totalling less than £1,000 per month
Ordering of stationery and supplies and managing stationery stores
Hold and manage the petty cash float, progressing payments and receipting cash deposits and maintaining
accurate records via controlled stationery. Undertake monthly reconciliation of cash to receipts.
Daily opening of post and despatch where there is no Admin Assistant
Compiling staff rotas though responsibility for cover arrangements will lie with manager/clinician
Anticipates what needs to be done to ensure manager is in the right place at the right time with the right
documents/information and in the right state
Really efficient diary management, understands constraints and when to say no to diary entries having first established parameters with manager
Arrange and co-ordinate appointments and meetings of all sizes
Person Specification
Experience
Essential
- Previous administration experience
- Worked in a similar role
Desirable
- NHS EXPERIENCE
- previous knowledge of rio preferable
Skills
Essential
- Audio Typing
- Minute Taking
Desirable
- Excel and Word to Intermediate Level
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
Kent & Medway NHS & Social Care Partnership Trust
Address
Dartford Gravesham and Swanley CMHT
ARNDALE HOUSE 18-20 SPITAL STREET
Dartford
DA1 2DL
