Assistant Administrator

Job overview

Based within the business administration Hub, this role provides a flexible support to the team in the provision of Specialist Equipment Service (Prosthetics).

The general clerical duties, monitoring reception area, dealing with inquiries face to face and/or on the phone and routine use of our electronic system ELMS will be integral to daily tasks, as well as managing patients’ records. Other areas of the post may include organising meetings and events, minutes taking, managing petty cash and stationary supplies.

Main duties of the job

• - Using basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ2/RSA2/ equivalent and /or relevant working experience
• -  Posts at this level will be maintaining patients records, progressing appointments, managing waiting lists and progressing investigative reporting on ELMS for which accuracy and promptness are critical, as is adherence to Information Governance policy and procedures
• - Post-holders will be expected to embrace new technology as this is rolled out across the Trust
• -   Maintaining confidentiality and processing confidential information
• - Appropriate use of email, calendar and accessing centralised services for room and equipment bookings
• Management of postal systems and services, including use of franking machine for the DSC

-Identify where there is duplication of paper and electronic records and questions whether this is necessary, moving towards paperless service

• -   Operate, monitor and maintain general office equipment including photocopier, scanners, printers and carry out routine maintenance
• -   Liaise with IT Helpdesk and ELMS support desk to report and assist in solving problems promptly for DSC
• Secure scanning of documents, ensuring naming standards are maintained
• -  Courtesy calls to the patients

- Work with local leads to maintain central resource library, ie.  Fire, H&S Safeguarding, Lone working

Detailed job description and main responsibilities

Customer service and communication

• Answer, screen and direct calls, taking action, recording messages and providing information as required
• Monitor visitor access and maintain security awareness
• May explain (but not interpret) procedures, rights or requirements from acquired knowledge about KMPT policies and procedures, Statutory processes to service users, internal colleagues or external agencies
• Safeguard patients’ privacy and confidentiality
• Complete other ad-hoc clerical duties as requested by manager
• Oversee management of the information display boar

Processing systems and information / technical / equipment

• Using basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ2/RSA2/ equivalent and /or relevant working experience
• Posts at this level will be maintaining patients records, progressing appointments, managing waiting lists and progressing investigative reporting on ELMS for which accuracy and promptness are critical, as is adherence to Information Governance policy and procedures
• Post-holders will be expected to embrace new technology as this is rolled out across the Trust
• Maintaining confidentiality and processing confidential information
• Appropriate use of email, calendar and accessing centralised services for room and equipment bookings
• Management of postal systems and services, including use of franking machine for the DSC

Identify where there is duplication of paper and electronic records and questions whether this is necessary, moving towards paperless service

• Operate, monitor and maintain general office equipment including photocopier, scanners, printers and carry out routine maintenance
• Liaise with IT Helpdesk and ELMS support desk to report and assist in solving problems promptly for DSC
• Secure scanning of documents, ensuring naming standards are maintained
• Courtesy calls to the patients
• Work with local leads to maintain central resource library, ie.  Fire, H&S Safeguarding, Lone working and so on. Please see job description for more details.