Administrative Assistant

Job overview

A post has become available with the Mental Health Together PLUS Team, who are looking for a self-motivated, forward-thinking Assistant Administrator.

The post will be based at Highlands House in Tunbridge Wells

An Assistant Administrator will be a flexible resource to support teams in the provision of services, including the 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 stakeholders as well as internal colleagues.

The focus of this post will be on typing and preparation of correspondence, and 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.
• Liaise with multidisciplinary teams, including GPs, consultants, and other healthcare services, to ensure continuity of care.
• 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

• Provide reception cover in the absence of the receptionist.
• Excellent organisational and keyboard skills.
• Manage clinic setup according to requirements and staffing levels.
• Excellent copy typist who is able to undertake volume typing if required
• Good working knowledge of Microsoft Office packages.
• Working to tight deadlines, in changing and challenging situations, whilst maintaining attention to detail.
• Ability to work alone and also as part of a team.

Please refer to the attached job description for the full details on the responsibilities and person specification