Administrator Coordinator

Job overview

We are seeking an experienced Administrator to provide Secretarial/admin support to the Kingston Adult Mental Health Services.  The post is 5 days a week, 37.5 hrs, Monday-Friday.

The post will be working with Kingston Integrated Recovery Hubs.  Admin tasks to include using computerised information systems (RIO), collating statistics and returns as required by the Trust, processing medical correspondence, booking appointments, developing and maintaining filing systems, being the first point of contact for patients, relatives/carers and other professionals service queries. To be responsible for ensuring referrals to the team are processed efficiently.

This essential role provides crucial support to the teams in receiving and opening referrals, following up with GP’s and third parties for additional information together with using computerised information systems, collating statistics and returns as required by the Trust and local authorities, word-processing, developing and maintaining filing systems, ensuring referrals to the teams are processed efficiently, arranging outpatient clinics, ordering and purchasing stationery and clinic supplies, managing telephone calls and liaising with patients, relatives/carers and other professionals.

About the location:

Kingston Adult Mental Health Teams are based at Tolworth Hospital, 1st Floor Acacia Unit, Red Lion Road, Tolworth, Surrey KT6 7QU.

Main duties of the job

The post will be part of an administration team that exists to provide an important administrative and Outpatient service to Kingston adult mental health teams to ensure the smooth running of those services. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.

To provide senior admin support and be responsible for the admin team in their work area. You will need to have previous secretarial/administrative experience with excellent verbal and written communication skills and proven organisational and prioritization skills.  The role requires you to work under your own initiative amongst a team of administrators working across community teams.  You will also be required to provide cross cover on reception and other teams when required. RIO experience would be advantageous. Training will be provided.

Detailed job description and main responsibilities

To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.

To support team members in being able to access basic information held on My Dashboards and Pulse

To ensure that all service users patients and visitors are received in a courteous and efficient manner.

To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team

To facilitate effective communication within the team by providing team members with messages and information

To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.

To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.

Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.

To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.

To have the need for confidentiality of service users and professional information.

Use of Artificial Intelligence (AI) in job applications

If you have used AI to support the preparation of your application, please briefly indicate how it was used within your supporting statement or application form.

Please remember, your application is your opportunity to tell us about your skills, experience and motivation for the role. We encourage applicants to complete their application and supporting statement in their own words wherever possible. We recognise that AI tools can be helpful in supporting accessibility, and for improving spelling, grammar and structure.

Applications that rely heavily on AI-generated content can become generic and fail to accurately reflect an applicant's individual experience. Applications that clearly demonstrate your own voice, reflections and experiences are often the most effective and help us better understand your suitability for the role.

Please be aware that information provided in your application and supporting statement may be explored further during the selection process. It is important that all applications accurately represent your own knowledge, skills and experience.

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.