Administrative Assistant

Job overview

Full time Admin Assistant for MPACs team –

Working from base in Maldon and some remote working.

This role is working to provide administration for a team of 7 Multi-Professional Approved Clinicians, as well as providing admin support to Psychological Services as required. You would work closely with the PA to one of the Psychological Services Deputy Clinical Directors. The duties include excellent knowledge and expertise in utilising the Microsoft Outlook email system and managing diaries; Excel knowledge for updating spreadsheets; and Microsoft Word and clinical systems (training provided)

Working as a part of Psychological Services for the Multi Professional Approved Clinicians Team.

Main duties would be for producing letters, reports and updating documents accordingly. Other roles include inputting information about work rosters and leave, arranging meetings, sharing information from and to the team, the ordering of items, and administration related to recruitment. We are looking for a friendly and capable person who has good communication skills, can adapt to changes, be professional, and work as part of a team, as well as use their own initiative. IT and communication skills are key.

Main duties of the job

Additional to the administration above main duties to include creating a Team Intranet page to then be updated on a regular basis.

Attending a weekly meeting with Peers, collating forms and preparing a spreadsheet for the meeting following the outcome updating people with the information accordingly and follow up on any outstanding queries / chasing confirmation and updating the spreadsheet for the following week.

Updating / uploading patient records utilising our clinical systems (full training will be provided).

To support the team where necessary with general administration tasks, ad hoc duties where necessary.

We will be looking for a highly motivated person who is able to work on their own initiative in a professional manner face to face and by speaking via telephone.

Detailed job description and main responsibilities

The post holder will be responsible for providing administrative support to staff based in multiple locations, as well as working closely with other team administrative members to ensure a fluently run team in terms of the admin service.

Working as a part of Psychological Services for the Multi Professional Approved Clinicians Team. The duties will be general administration to include utilising outlook email system and regularly updating Excel spreadsheets so the need to have a good knowledge of Excel would be required, arranging meetings, internally and externally, producing letters and updating documents accordingly.

Key duties to include answering and redirecting phone calls, processing incoming and outgoing mail, booking rooms, and carrying out various admin tasks such as photocopying, scanning and archiving documents. Managing queries and maintaining data / information systems, completing typing tasks, including on occasions taking formal meeting minutes, chasing actions and outcomes.

Occasionally, the ordering of products required by the team and produce Requisitions for gaining a purchase order to then ordering the items via the internet these items can include Books, equipment, uniform etc.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

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.