Assistant Administrator

Job overview

The post holder will be part of the West Kent Neuropsychiatry admin team who provides direct reception and administrative support to the West Kent Neuropsychiatry clinical team and other administrative colleagues.

The post holder will be supervised by the Band 3 Administrator in all aspects of administrative work and will be expected to liaise effectively with employees at all levels throughout the organisation and with external organisations as required using verbal, written and electronic media.

The post holder will be expected to work on their own initiative with the ability to organise and prioritise their own workload.

The post holder will have experience of electronic diary management, be an excellent communicator and have the ability to remain calm in sometimes difficult situations.

The post holder will have front line contact with service users, carers and the general public and other external professional  stakeholders as well has internal colleagues.

Main duties of the job

The post holder will be managing reception, meeting and greeting patients and their carers,  taking incoming telephone calls, taking accurate messages and passing them to the appropriate person.

The post holder will have good data inputting skills whether on spreadsheets or on Trust electronic medical databases.  This will require a high level of accuracy.

The post holder will have excellent communication skills both face to face or over the telephone.

The post holder will be able to use their own initiative, prioritise their own workload and be able to keep calm in sometimes distressing situations.

To provide reception support to patients ensuring that they have brought in the correct completed documentation, providing support if required.

To have excellent typing skills with the ability to touch type with a high degree of accuracy, to be able to produce high quality documents either from copy typing or digital dictation adhering to Trust format and following data protection policy.

Detailed job description and main responsibilities

Please see job description for a more in depth list of duties required.

To maintain records on electronic systems for which accuracy and promptness are critical adhering to information governance policy and procedures.

To arranging appointments for clinicians to see patients to include all relevant administration.

To receiving and processing referrals to include all relevant administration.

To have excellent communication skills face to face or over the telephone.

To be able to process emails from generic inbox.

To use SBS ordering system for the ordering of stationery and equipment.

To receiving and processing referrals to include all relevant administration.

To photocopying any relevant documentation including all support/educational paperwork for patients.