Job Description

NHSP ID:

85768

Job Title:

Administrative Assistant

Duration:

This is a temporary role, and it is currently due to last until 31st December 2025, but could be extended

Location:

Britton House, Gillingham, ME4 1AL

Hours:

22.5 hours per week, 3 days per week (Mon & Fri + either Tue, Wed or Thu), 9am - 5pm

Pay Banding:

Band 2 - 12.51 per hour

Trust:

Kent & Medway Mental Health NHS Trust

The postholder must have the following experience:

Administrative experience

Good typing skills

Good customer service

Summary

Administrative Support: You will be responsible for a variety of tasks including typing, scanning, printing, and managing both digital and physical documents. This also involves handling mail, deliveries, and a room booking system.

Communication and Frontline Queries: Acting as a primary point of contact, you will handle telephone, email and in person inquiries from patients, families, and external services. This requires strong communication and customer service skills to manage a wide range of queries and handle difficult conversations with empathy.

Team and Patient Coordination: You'll be crucial in coordinating patient care by sending appointment reminders, managing requests for scans, participating in team meetings and support other staff members with ad-hoc administrative tasks.

Documentation and Confidentiality: A core duty is to maintain accurate and up-to-date clinical records, strictly following Information Governance and confidentiality standards to protect patient information.

Key Tasks:

Typing clinic letters (including audio transcription).

Reception cover.

Answering and making telephone calls to patients, family, external services.

Dealing with all queries on telephone from patients, family, carers, external services appropriately and redirecting calls/taking messages and sending to appropriate person within the team. When you are on the telephones, you are the frontline and therefore queries cover a wide range.

Working to the rota set out for each day and allocated tasks, every day is not repeated to ensure variety to the week. Workload is shared however as you develop, you will have your own tasks you are responsible for as an individual.

Scanning and uploading paper documents onto our patient record system.

Printing and distributing of clinic and appointment letters.

Accessing and using our generic email inboxes, used internally and externally.

Sending MRI and CT head scan requests to hospital imaging departments.

Dealing with incoming deliveries and outgoing post.

Managing room booking system within Britton House.

Presence in meetings and taking notes of actions.

Attending team meetings (admin and clinical) in regards to upcoming changes, new initiatives and process changes.

Contacting patients/family/carers reminding them of their next day appointment or passing on information/updates following their call.

Logging incidents via InPhase.

You'll learn the following whilst working at the trust:

1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation

As a member of NHS Professionals, you have fantastic benefits:

Competitive pay rates -

work this week, get paid next week

Essential support when you need it- 24/7 365 days

- call us anytime

Multi locational

- work across neighbouring Trusts

Manage your shifts and timesheets on the go

- access your "My Bank" shift portal anywhere, anytime online or through your smartphone

Varied working options to suit your lifestyle

- access to the Bank gives you options of ad hoc shifts or longer-term placements

Training and development opportunities

- Keep up with the essentials and more

Build holiday allowance for every shift you work

- your work life balance is important to us

Stakeholder pension scheme available

- a flexible future for you and yours

Who are NHS Professionals?

We specialise in putting people in place to care. Every year we help thousands of dedicated candidates and highly skilled NHS workers enjoy better career opportunities, access to more shifts and a healthier work-life balance, giving more choice and control to our members.

As an equal opportunities' organisation, NHSP is committed to the equal treatment of all current and prospective Bank members and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender reassignment, or marriage and civil partnership. We believe there is a strong case for the Equality, Diversity and inclusion agenda and we strongly encourage suitably qualified applicants form a range of backgrounds to apply.

Apply Today

By joining us you can look forward to a choice of flexible Bank shifts across any of our client Trusts in England, as well as the ability to develop professionally and gain experience in several wards or areas.

Disclaimer

Please note, you will be contacted by email throughout the recruitment process, so please check your emails, including your junk/spam regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion.

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Job Types: Part-time, Temporary

Pay: 12.51 per hour

Expected hours: 22.5 per week

Work Location: In person