Admin Assistant

Job overview

To provide a comprehensive and efficient administration support to the team including handling correspondence and dealing with telephone enquiries.

Liaison with other directorates, agencies and staff at all levels both internally and externally.

Ensure that all documents and correspondence are dealt with correctly being uploaded into the electronic patient record system.

Recording attendance at out-patient appointments by service users on the electronic patient record system.

To be responsible for processing and sending out-patient appointment letters once typed and approved with a variety of self-help information when advised to do so.

Open and process incoming and outgoing mail (including emails) for the team.

Ensure all information is handled in a confidential manner in line with relevant policies.

Organisation of non-urgent patient transport for service users when requested

Photocopying, faxing and filing as required.

Maintaining stationery supplies and requesting items to be ordered timely by supervisors.

Provision of cover for other members of the administration team.

Any other administrative tasks appropriate for the grade.

Main duties of the job

Assist with all administrative tasks required for the role, including monitoring the admin inbox, covering colleagues breaks, covering reception and telephones.

Assisting clinical colleagues with administrative tasks

Detailed job description and main responsibilities

Secretarial duties: Assisting with appointment letters/discharge letters, Taking minutes for MDT and professional meetings.

Reception duties: Provide reception duties, meet and greet visitors and patients, taking accurate messages and providing follow up actions.

Telephone duties: on rotation answering incoming calls to St Mary's House, taking accurate messages and actioning and requests.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.