Administrative Support Specialist

5 days ago

StocktononTees, Stockton-on-Tees, United Kingdom Alliance Psychological Services Limited Full time

About the Role

We are seeking an experienced and organized individual to join our administrative team as an Administrative Support Specialist. As a key member of our team, you will provide efficient and accurate administrative support to our therapists and clients.

Key Responsibilities

  • Provide administrative support to our therapists, including maintaining electronic diaries, taking messages, and handling confidential information.
  • Ensure timely and accurate entry of patient information onto our clinical database.
  • Offer new patients a first appointment within target dates and send appointment letters and literature as required.
  • Provide a professional and customer-focused service to clients, with excellent communication skills.
  • Ensure accurate and timely handling of service mail and messages.
  • Maintain an effective filing system and perform other administrative tasks as required.

Service Support

  • Assist in providing information to patients and GP practices, responding sensitively and promptly to those accessing our service.
  • Process referrals to our service, ensuring target times are met.
  • Liaise with therapists to ensure their availability for new patient appointments is provided on a weekly basis.
  • Enter clinical and other data onto our Clinical Database in accordance with agreed procedures and guidelines.

Additional Responsibilities

  • Work as part of a team to cover the main reception desk, providing a courteous and efficient reception service to visitors and responding to incoming calls.
  • Undertake other additional duties as required.

Confidentiality

  • Handle confidential information relating to clients, staff, and other healthcare workers, and ensure it is protected in accordance with our policies and procedures.

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 in 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.

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