Business Support Administrator

7 months ago

Gillingham, United Kingdom Kent and Medway NHS and Social Care Partnership Trust Full time

Based within the business administration Hub, this role provides a flexible support to the team in the provision of Specialist Equipment Services (Prosthetics, Environmental Controls, Spasticity Assessments (BOTOX); Specialist Rehabilitation Consultations).

The general clerical duties, monitoring reception area, dealing with inquiries face to face and/or on the phone and routine use of our electronic system ELMS will be integral to daily tasks, as well as managing patients’ records. Other areas of the post may include organising meetings and events, minutes taking, managing petty cash and stationary supplies.

Customer service and communication

Processing systems and information

Organisation / Autonomy

Supervision/ Delegation

Document preparation and record keeping

Occasionally posts at this level will be expected to deal with anxious clients or visitors using basic conflict resolutions skills, calling for assistance as appropriate

Required to occupy the reception desk at all times and not to leave the desk unattended

Required to pay close attention to details while inputting data

Maintain patient’s confidentiality at all times

May be asked to bring and carry on occasion e.g. stationary, files, refreshments for meetings

Virtual options for non-face to face meetings

Front line contact with patients, carers, referrers (e.g. GPs) and other external stakeholders

Ambulance service

Contact via phone and face-to-face

IT, ELMS support

**Working with and for internal colleagues**:
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.

Customer service and communication

Answer, screen and direct calls, taking action, recording messages and providing information as required

Monitor visitor access and maintain security awareness

May explain (but not interpret) procedures, rights or requirements from acquired knowledge about KMPT policies and procedures, Statutory processes to service users, internal colleagues or external agencies

Safeguard patients’ privacy and confidentiality

Complete other ad-hoc clerical duties as requested by manager

Oversee management of the information display boards

Processing systems and information / technical / equipment

Using basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ2/RSA2/ equivalent and /or relevant working experience

Posts at this level will be maintaining patients records, progressing appointments, managing waiting lists and progressing investigative reporting on ELMS for which accuracy and promptness are critical, as is adherence to Information Governance policy and procedures

Post-holders will be expected to embrace new technology as this is rolled out across the Trust

Maintaining confidentiality and processing confidential information

Management of postal systems and services, including use of franking machine for the DSC

Identify where there is duplication of paper and electronic records and questions whether this is necessary, moving towards paperless service

Operate, monitor and maintain general office equipment including photocopier, scanners, printers and carry out routine maintenance

Liaise with IT Helpdesk and ELMS support desk to report and assist in solving problems promptly for DSC

Secure scanning of documents, ensuring naming standards are maintained

Courtesy calls to the patients

Work with local leads to maintain central resource library, ie. Fire, H&S Safeguarding, Lone working and so on

Organisation / Autonomy

Posts at this level, after confirming with Senior Business Administrator, will be able to prioritise workload and interpret urgent nature of calls and people presenting in person in order to act or pass promptly onto those appropriately qualified for action

Post-holders will be self-sufficient and required to manage own workload on daily basis, holding individual tasks and at the same time being flexible and working as part of the Administration Hub

Post-holders will be able to adopt a systematic and proactive approach

Monitor workflows and reports on ELMS

Manage time effectively ensuring systems and processes are efficient and do not duplicate each other o

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