Administrator

Kent & Medway NHS & Social Care Partnership Trust

The closing date is 06 April 2025

Job summary

A Band 3 Administrator will be a flexible resource to support teams in the provision of services to include organisation of work for self and other team members and may have front line contact with service users, carers, the general public or other external stakeholders, as well as internal colleagues. Administrators will support one or more team(s).

The focus of these posts will be less on volume typing and preparation of correspondence and more on customer service, organisation e.g. diary management and organising meetings and events, maintenance of effective and efficient working systems and supporting business and performance management. Providing day-to-day supervision, and delegating tasks to the Administrative Assistant where these form part of the team. Scope will vary with each post depending on service needs

What is High Cost Area Allowance?

The High-Cost Area (HCA) allowance, also referred to as London Weighting is a payment made to employees who work in London and the surrounding areas.

As this post is based in Dartford, Gravesham or Swanley, the successful applicant will receive an additional payment each month.

5% of basic salary, subject to a minimum payment of £1,258 per year and a maximum payment of £2,121 per year (the agreed annual amount will be divided into 12 equal amounts and paid monthly)

Main duties of the job

The varied role of Administrator will include:

Booking and supporting clinic appointments.
Having contact with patients, carers, relatives and other external stakeholders.
Typing letters and reports via BigHand (audio) and/or copy typing.
Using the patient record system RIO (training provided).
Taking phone calls and managing the admin mailbox.
Minuting meetings.
Processing referrals.
Some analytical work in supporting the team to achieve their KPIs and Trust targets.
Ordering of stationery and other items as required via SBS (training provided).
It is important that the successful applicants exhibits empathy and compassion, has a professional and flexible attitude, likes being part of a team, has initiative, good communication and interpersonal skills, is able to prioritise workloads and can work to agreed timescales.

About us

Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.

We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people across the county.

The Trust (rated Good overall by the CQC and Outstanding for care) has 3,283 staff working in 66 buildings across 33 locations, covering an area of 1,450 square miles.

You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.

The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.

Date posted

25 March 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,329 to £26,958 a year per annum Inc HCAS%

Contract

Fixed term

Duration

6 months

Working pattern

Full-time

Reference number

380-NK161-A

Job locations

Dartford Gravesham and Swanley CMHT

ARNDALE HOUSE 18-20 SPITAL STREET

Dartford

DA1 2DL

Job description

Job responsibilities

Meet and greet either by phone or face to face welcoming visitors and service users in courteous/prompt manner and check contact details are up to date.

Liaises with internal and external stakeholders on behalf of line manager, colleague or team member including GPs for missing information.

Answer calls and enquiries from service users or carers, prioritising urgency and referring to most appropriate person.

Ensure KMPT standards are adhered to in terms of all communications and timescales when answering the phone, the message to the caller and promptly redirecting where appropriate.

Scrutinise and process email inboxes, determines urgency and importance and takes appropriate action.

Keep duty mailbox up to date and process incoming referrals accordingly.

May provide some reception cover in absence of Administrative Assistant

Responds to urgent requests e.g. from GPs for letters following a consultation May devise and distribute Trust leaflets and information e.g. on Mental Health Act to service users which explain their rights or highlight services available.

May organise interpreters as requested via the Trust Communications TeamMay take requests for repeat prescriptions and organise for these to be issued and signed by the appropriate clinician for collection by service user or carer and order prescription pads or other supplies

Development of documents e.g. letters and spread sheets, slides, reports - to KMPT branding/standards.

Perform basic patient administration e.g. on RiO amending non-clinical information - entry and deletion of non-clinical information such as referrals, appointments, waiting list entries, episode information, day care,

case load, procedures and A&E episodic data. View and register the location of physical health records and amend local instance patient demographics only and conducting simple trace, printing clinic lists or otherinformation

Some identified posts will be able to perform additional activities in relation to RiO or ELMS including viewing and printing prescription/medication details, view summary health information using viewing of demographic data/health records (except personal/sensitive/sealed), unlocking of Smartcards to same banding or below as appropriate, ability to add items and activity to diaries/rotas including in-patient based activity, alteration of finalised clinical documentation e.g. from dictation prior to clinical verification e.g.referral, appointment and discharge letters, assessment/diagnostic reports etc.

If working for clinical or technical managers, likely to build up knowledge base of technical wording used on regular basis

May draft simple feedback questionnaires for clinician or manager approval, distribute and collate results on spread sheet

Managing clinic setup according to requirements and staffing levels

Maintain safeguarding and adult and child protection records in accordance with Local Authority policy and procedures.

Preparation of standard and non-standard reports on activity, basic statistics

Ability to cross check data from different systems to meet information needs and to highlight discrepancies

Operation of general office equipment including photocopier, scanners and shredders, fax and carry out routine maintenance

Developing spread sheets for recording of local information where appropriate after checking whether existing report formats are available

Liaison with IT Helpdesk to report problems promptly

Dealing with invoices and expenses claims totalling less than £1,000 per month

Ordering of stationery and supplies and managing stationery stores

Hold and manage the petty cash float, progressing payments and receipting cash deposits and maintaining

accurate records via controlled stationery. Undertake monthly reconciliation of cash to receipts.

Daily opening of post and despatch where there is no Admin Assistant

Compiling staff rotas though responsibility for cover arrangements will lie with manager/clinician

Anticipates what needs to be done to ensure manager is in the right place at the right time with the right

documents/information and in the right state

Really efficient diary management, understands constraints and when to say no to diary entries having first established parameters with manager

Arrange and co-ordinate appointments and meetings of all sizes