Business Support Administrator

Job overview

Please note, at this stage, the role is open only to internal staff (including NHSP and Agency staff currently on placement within our organisation) and staff substantively employed within Kent and Medway NHS Trusts and the Kent and Medway Integrated Care Board (ICB). Any individual who is at risk of redundancy will be given priority, provided they meet the essential criteria.

This role provides administration support to the team, providing specialist environmental control equipment across Kent, South East London and East Sussex.

What you’ll be doing You’ll be the "go-to" person in our office, keeping everything running smoothly so our clinicians and engineers can focus on what they do best.

The role includes use of our electronic records system (ELMs) to manage all the administration required to support the patient journey within the service.

Being a Friendly Voice: You’ll be the first point of contact for patients and healthcare pros. Whether it’s a phone call or an email, your helpful tone will set the stage for great care.

We’re looking for someone who:

• Enjoys a busy, varied day (37.5 hours a week flies by!).
• Is a "people person" who stays calm and kind under pressure.
• Loves getting the details right because they know it helps a patient at the other end.

Main duties of the job

• The post holder will have a good knowledge of customer care principles and practises, and will be able to apply them in their relations with customers, other external stakeholders and internal colleagues (both face to face and on the phone)
• Undertake a range of administration processes to meet the needs of the services and support colleagues, and daily use of IT systems
• Attend to visitors (including greeting, directing), and dealing with inquiries, monitor reception area to ensure front desk and shared areas are safe, clean and tidy
• Occasionally posts at this level would be expected to deal with anxious clients or visitors using basic conflict resolutions skills and calling for assistance as appropriate
• Advise patients as first point of contact in order to direct their enquires to the relevant department

Detailed job description and main responsibilities

• Maintain confidentiality and process confidential information
• Be able to prioritise workload and interpret urgent nature of calls and people presenting in person in order to act or pass promptly onto those appropriately qualified for action
• Post-holders will be self-sufficient and required to manage own workload on a daily basis, holding individual tasks and at the same time being flexible and working as part of the wider team

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