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Band 3 Administrative Assistant

2 weeks ago

Kings Hill, United Kingdom Your World Healthcare Full time

**Band: 3 Administrative Assistant**

**Location**: Kingston

**Job Type**: Temporary

**Duration of booking**:Expected to last 3 months with possible extension

**Proposed start date**: ASAP

**Sector**: Healthcare

**Base**:Hospital

**Pay Rates**:£12.10 per hour Umbrella or £11 per hour PAYE inclusive of holiday

**Working Days and Hours**:Monday to Friday, 9am - 5pm 37.5 hours per week

**Job description**:
The post will be part of an administration team that exists to provide an important administrative and Outpatient service to mental health teams to ensure the smooth running of those services. This is to include using computerised information systems, collatingstatistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers, and other professionals.

**Duties**:

- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members. To address and alert teams to errorsand problems as they arise.
- To provide cover for visitors into the department and Outpatients Department
- Record attendance of patients and book follow up appointment if needed
- Plan annual leave in accordance with the needs of the service
- To undertake mandatory and statutory training as required by Trust policy
- To contribute and commit to undertaking an annual Development Review/appraisal
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked
- Support in the follow up clinic documentation
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To support the administration of team meetings by recording meeting actions, meeting preparation to include distribution of agendas and associated papers and follow up actions and distribute these as appropriate.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressedpatients on the phone or in person.

**Qualifications, Skills and Experience**:

- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel, and PowerPoint
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to calmly work under pressure
- Increased organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
- Ability to provide secretarial support for meetings e.g., organising, booking rooms, minute taking
- Knowledge of our business and how it supports patient care
- NVQ Business Administration level 2 or willingness to work towards achieving it
- Experience of working within a multi-disciplinary team