Administrator

Job overview

Surrey and borders is looking for someone who is passionate about providing excellent customer service and is able to work effectively autonomously and as part of a team.  This role is to provide office administrative duties of school based needs including receiving and dealing with all telephone enquires.

Working Pattern: 9 AM to 5 PM

Monday to Friday, 37.5 hours

Location:

We have two location options. which ever is easiest for you:

Gatton Place, St Matthews Road, Redhill, Surrey, RH1 1TA

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HQ, 18 Mole Business Park, Leatherhead, Surrey, KT22 7AD

Main duties of the job

• Use SystmOne and other Trust systems for accurate data entry, referral management, and health records maintenance
• Answer telephone enquiries, transmit messages to relevant team members, and respond to day-to-day administrative queries
• Provide administrative support to clinical staff, including liaising with young people, families/carers, GPs, secretaries, and external agencies
• Ensure staff record appointments and daily movements correctly; escalate issues to line/sector manager when identified
• Take notes and minutes for clinical and team meetings
• Type letters, memos, reports, and correspondence (including GP letters), using audio typing when required
• Manage incoming and outgoing post, including date-stamping and distribution
• Maintain effective electronic and paper filing systems, including retrieval of archived files
• Coordinate and book rooms for meetings and client appointments
• Undertake photocopying and maintain stocks of forms and information leaflets
• Raise requisitions and process orders via the SBS ordering system
• Liaise with the Estates Department regarding repairs to ensure a safe working environment
• Work flexibly to meet service demands, subject to discussion
• Participate in internal job rotation and provide cover during staff absence when required

Detailed job description and main responsibilities

• Maintain confidentiality and security of client data in line with Trust policy and the Data Protection Act
• Adhere to Trust and team policies, procedures, and guidelines, and propose improvements to working practices where appropriate
• Demonstrate sound awareness of safeguarding responsibilities, including Safeguarding Children, Safeguarding Adults, Domestic Abuse, and Public Protection
• Contribute to a safe, effective, and efficient working environment by following health & safety regulations
• Support infection prevention and control by adhering to Trust policies
• Act professionally and courteously at all times, providing a helpful and respectful service
• Participate fully in annual performance reviews, personal development planning, and required training
• Achieve agreed standards of personal and professional development within set timescales
• Contribute positively to team effectiveness, collaboration, and service delivery
• Promote equality, diversity, inclusion, and respect in line with Surrey & Borders Partnership NHS Foundation Trust values