Receptionist/Admin Assistant

Job overview

We are seeking an experienced person to provide admin support to Sutton Community in Sutton.  The post is 5 days a week, 37.5hrs, Monday-Friday 9am to 5pm. The post will be working with Merton Uplift Admin Team. Tasks to include using computerised information systems (RiO and IAPTus), collating statistics and returns as required by the Trust and Local Authority, 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.

Main duties of the job

The post holder will need to be able to multitask within a busy office/reception environment, as well as having an ability to work independently.

In addition, the successful candidate will need to demonstrate that they can be flexible. The post holder will need to be able to navigate data systems efficiently as well as have a good working knowledge of word and excel.

You will need to have previous administrative experience, have excellent verbal and written communication skills and also proven organisational and prioritization skills.  RIO experience would be advantageous.

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 for 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
• To ensure that all service users patients and visitors are received in a courteous and efficient manner.
• 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 team meetings by recording meeting actions, meeting preparation to include distribution of agendas and associated papers and follow up actions and distribute these as appropriate.
• Organise meetings including room bookings or video conferencing were possible and as required.
• Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
• To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.
• 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.
• To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency.
• Photocopy/scan/email as requested by other members of the team.