Administrative Assistant

Job overview

Working within the Acute Care Group for a dynamic, self-motivated, Admin Assistant. Based at Woodchurch Ward, Thanet Mental Health Unit providing support to our inpatient Teams. The post holder will be educated to A Level standard, or equivalent, and NVQ Level 3/RSA 3, or equivalent.  The successful candidate will provide  secretarial and admin support, being the first point of call for visitors, both carers and professional. The hours are 37.5 hours per week, working Monday to Friday.

You  must have the following:

• Excellent secretarial, organisational, and keyboard skills
• Good knowledge of MS Office packages, particularly Excel and PowerPoint
• Working to tight deadlines, and changing and challenging situations, whilst maintaining attention to detail
• Experience with face-to-face customer service
• Have a polite telephone manner and are happy to help

Main duties of the job

• Responds to requests and provides information to external and internal queries from staff, patients and other departments including signposting to appropriate service or individual.
• Uses electronic communication systems eg email in accordance with Trust policy.
• Will be responsible for the scheduling of appointments, including Care Programme Approach, Professionals’ and Best Interest Meetings.
• Inputting of information for report writing and updating of records and databases, including regular auditing.
• Formatting of spread sheets using basic Excel skills.
• Able to type correspondence from digital and handwritten notes.
• Use of general office equipment eg photocopier, fax, shredder, laminator, scanners, printers etc.
• Distribution of information, in both soft and hard copy.
• Supports the Admin Team, Management and Wards in any and all tasks requested.
• Responsible for the health and safety of self and visitors.

Detailed job description and main responsibilities

Expected to advise patients, carers and visitors as first point of contact in order to direct their enquiries to the relevant department.

Responsible for maintaining stock of office supplies, through escalation to senior administrative staff.

Responsible for the day-to-day running of ward and reception administrative and duties.

Ensure filing is kept accurate and up-to-date.

Ensuring documentation is uploaded to the patient’s electronic files.

General upkeep of the reception office and reception displays, as well as the reception office.

Ensuring the booking of interpreters as and when required.

Please see job description for full details.