About this role
Job summary
A post has become available with the Mental Health Together PLUS Team, who are looking for a self-motivated, forward-thinking Assistant Administrator.
The post will be based at Highlands House in Tunbridge Wells
An Assistant Administrator will be a flexible resource to support teams in the provision of services, including the organisation of work for self and other team members, and will have front-line contact with service users, carers, the general public or other external stakeholders as well as internal colleagues.
The focus of this post will be on typing and preparation of correspondence, and diary management.
Main duties of the job
Provide reception cover
Excellent organisational and keyboard skills.
Excellent typing
Good working knowledge of Microsoft Office packages.
Working to tight deadlines
Act as a first point of contact for patients, carers, and healthcare professionals via telephone, email, and face-to-face enquiries,
Manage and maintain patient records accurately using electronic systems, ensuring confidentiality is upheld at all time
Coordinate appointments, including booking, rescheduling, and sending out clinic letters, ensuring patients and carers are kept informed.
Prepare/distribute clinical correspondence such as appointment letters, Leaflets, and Clinic Letter in a timely manner.
Liaise with multidisciplinary teams, including GPs, consultants, and other healthcare services, to ensure continuity of care.
Monitor and manage shared inboxes, prioritising urgent queries and responding appropriately.
Ensure clinic environments and administrative systems are organised, efficient, and compliant with organisational standards.
Ability to work alone and also as part of a team.
About us
We are the Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway. Our teams support adults with a wide range of mental health needs. Because we cover the whole county and both hospital and community settings, we can make care more joined up and easier to access for the 1.8 million people of Kent and Medway. Rated 'Good' by the CQC, we care for over 2,000 people in our hospitals and 54,000 in the community each year.
Our vision is simple: We are here to help communities not just live with mental illness, but live well. It's why we're passionate about working with communities to make mental health care better for everyone. And everything we do is guided by our values caring, inclusive, curious and confident.
Join us - if you share our passion for better mental health care and want to be part of a team that's doing well together.
Job description Job responsibilities
Provide reception cover in the absence of the receptionist. Excellent organisational and keyboard skills. Manage clinic setup according to requirements and staffing levels. Excellent copy typist who is able to undertake volume typing if required Good working knowledge of Microsoft Office packages. Working to tight deadlines, in changing and challenging situations, whilst maintaining attention to detail. Ability to work alone and also as part of a team. Please refer to the attached job description for the full details on the responsibilities and person specification
Person Specification
Training and Qualifications Essential
Maths and English GCSE C Grade or grade 4 or equivalent NVQ Level 2/RSA 2 or equivalent
Experience Essential
Admin experience Transferable customer care and reception skills
Knowledge and Skills Essential
Experience of using Microsoft Office Excellent customer service skills Ability to calm/diffuse anxious service users waiting to see a clinician or visitor and judge when to call back for back up for assistance. Team Player Able to use initiative
Desirable
Admin experience/NHS experience.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Kent and Medway Mental Health NHS Trust
Address Highlands House
10-12 Calverley Park Gardens
Tunbridge Wells
TN1 2JN
United Kingdom
Employer's website https://www.kentmedwaymentalhealth.nhs.uk (Opens in a new tab)