Administrative Assistant
3 weeks ago
About the Role
We are seeking an experienced and organized Administrative Assistant to join our team at Alliance Psychological Services Limited. As a key member of our administrative team, you will provide efficient and accurate administrative support to our therapists and clients.
Main Duties and Responsibilities
Administrative Duties:
- Provide administrative support to our therapists, including maintaining electronic diaries, taking messages, and handling confidential information.
- Ensure all information regarding appointments is entered onto the clinical database accurately.
- Offer new patients a first appointment within the target dates and send appointment letters and literature to patients.
- Ensure a professional customer-focused service is maintained at all times with excellent communication.
- Handle service mail and take accurate messages to pass to the relevant team member or designated duty worker.
- Maintain an effective filing system.
Service Support Duties:
- Assist in providing information to patients of GP practices referred to or contacting the service, responding sensitively and promptly to those accessing the service by phone.
- Assist in processing all referrals to the service to ensure agreed target times are met.
- Liaise with therapists within the team to ensure their availability for new patient appointments is provided on a weekly basis.
- Enter clinical and other data onto the Clinical Database in accordance with agreed procedures and guidelines.
Additional Duties
- Work as part of a team to cover the main reception desk for premises where this is applicable, providing a courteous and efficient reception service for people visiting the building and responding to incoming telephone calls.
- Undertake any other additional duties appropriate to the post as requested.
Person Specification
Qualifications
- NVQ Level 2 or equivalent in Administrative/Business subject.
Experience
- Sound experience and understanding of database systems.
- Excellent telephone and verbal communication skills.
- Accuracy and attention to detail.
- Understanding of confidentiality.
- Experience of working within a busy environment within agreed timescales.
Other Skills and Qualities
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Ability to handle sensitive and emotionally difficult calls.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organization skills.
- Flexible and adaptable.
- Act in ways that support equality and promote diversity.
About Us
Alliance Psychological Services Limited is committed to promoting equal opportunities in our employment practice and service delivery. We are signatories to the Mindful Employers Charter and have Investors in People status. We are committed to the National Living Wage and follow safer recruitment practices for all appointments.
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