Administrative Assistant

Job overview

This role provides direct administrative support to our in-patient care and home treatment teams, the successful candidate will work closely with the teams providing up to date information for wards managers, updating performance boards, co-ordinating information, typing, monitoring patient surveys as well as keeping these very busy wards/teams running smoothly.

Provides a flexible resource to support teams in the provision of services to include organisation of work for self and may have front line contact with service users, carers, the general public or other external stakeholders and internal colleagues.   You will support one or more team(s).  The focus of these posts may be on a variety of tasks including volume typing mainly from digital dictation, data inputting, copying, filing, ordering of supplies, checking and coding of invoices and reception duties.

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

• Responds to requests and provides information to external and internal queries from staff, patients and other departments including signposting to appropriate service or individual.
• Providing telephone support for the Hospital.
• May participate in collation of feedback in relation to service user experience of our services.
• 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.

Detailed job description and main responsibilities

• Expected to advise patients, carers and visitors as the 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 refer to the attached job description for full details and the main responsibilities of the role.