Administrative Assistant

Job overview

A post has become available with the West Kent Memory Assessment Service for a self-motivated, forward thinking Assistant Administrator.

The post will be based at Highlands House in Tunbridge Wells although you may be required to support our other site in Coxheath on occasions.

An Assistant 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 will have front line contact with service users, carers, the general public or other external stake holders as well as internal colleagues.  The focus of this post will be on typing and preparation of correspondence, diary management.

Main duties of the job

• Provide reception cover
• Excellent organisational and keyboard skills.
• Excellent  typing
• Good working knowledge of Microsoft Office packages.
• Working to tight deadlines
• Act as a first point of contact for patients, carers, and healthcare professionals via telephone, email, and face-to-face enquiries,
• Manage and maintain patient records accurately using electronic systems, ensuring confidentiality is upheld at all time
• Coordinate appointments, including booking, rescheduling, and sending out clinic letters, ensuring patients and carers are kept informed.
• Prepare/distribute clinical correspondence such as appointment letters, Leaflets, and Clinic Letter in a timely manner.
• Support clinicians by organising clinics, uploading documents, and ensuring all relevant information is available ahead of patient appointments.
• Liaise with multidisciplinary teams, including GPs, consultants, and other healthcare services, to ensure continuity of care.
• Handle sensitive information with discretion, particularly when supporting patients undergoing cognitive assessments or receiving diagnoses.
• Monitor and manage shared inboxes, prioritising urgent queries and responding appropriately.
• Ensure clinic environments and administrative systems are organised, efficient, and compliant with organisational standards.
• Ability to work alone and also as part of a team.

Detailed job description and main responsibilities

Please see attached Job Description and Person Specification for further information.

Previous applicants need not apply again