Administrator

A generic Band 3 Administrator will be a flexible resource to support teams in the provision of services to include organisation of work for self and other team members and may have front line contact with service users, carers, the general public or other external stakeholders, as well as internal colleagues. Administrators will support one or more team(s). The focus of these posts will be less on volume typing and preparation of correspondence and more on customer service, organisation e.g. diary management and organising meetings and events, maintenance of effective and efficient working systems and supporting business and performance management. Providing day-to-day supervision, and delegating tasks to the Administrative Assistant where these form part of the team. Scope will vary with each post depending on service needs

**The varied role of Administrator will include**:

- Booking and supporting clinic appointments.
- Having contact with patients, carers, relatives and other external stakeholders.
- Typing letters and reports via BigHand (audio) and/or copy typing.
- Using the patient record system RIO (training provided).
- Taking phone calls and managing the admin mailbox.
- Minuting meetings.
- Processing referrals.
- Some analytical work in supporting the team to achieve their KPIs and Trust targets.
- Ordering of stationery and other items as required via SBS (training provided).
- It is important that the successful applicants exhibits empathy and compassion, has a professional andflexible attitude, likes being part of a team, has initiative, good communication and interpersonalskills, is able to prioritise workloads and can work to agreed timescales.

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.

Meet and greet either by phone or face to face - welcoming visitors and service users in courteous/prompt manner and check contact details are up to date.

Liaises with internal and external stakeholders on behalf of line manager, colleague or team member including GP’s for missing information.

Answer calls and enquiries from service users or carers, prioritising urgency and referring to most appropriate person.

Ensure KMPT standards are adhered to in terms of all communications and timescales when answering the phone, the message to the caller and promptly redirecting where appropriate.

Keep duty mailbox up to date and process incoming referrals accordingly.

May provide some reception cover in absence of Administrative Assistant

Responds to urgent requests e.g. from GPs for letters following a consultation May devise and distribute Trust leaflets and information e.g. on Mental Health Act to service users which explain their rights or highlight services available.

May organise interpreters as requested via the Trust Communications TeamMay take requests for repeat prescriptions and organise for these to be issued and signed by the appropriate clinician for collection by service user or carer and order prescription pads or other supplies

Development of documents e.g. letters and spread sheets, slides, reports - to KMPT branding/standards.

Perform basic patient administration e.g. on RiO amending non-clinical information - entry and deletion of non-clinical information such as referrals, appointments, waiting list entries, episode information, day care,

case load, procedures and A&E episodic data. View and register the location of physical health records and amend local instance patient demographics only and conducting simple trace, printing clinic lists or otherinformation

Some identified posts will be able to perform additional activities in relation to RiO or ELMS including viewing and printing prescription/medication details, view summary health information using viewing of demographic data/health records (except personal/sensitive/sealed), unlocking of Smartcards to same banding or below as appropriate, ability to add items and activity to diaries/rotas including in-patient based activity, alteration of finalised clinical documentation e.g. from dictation prior to clinical verification e.g.referral, appointment and discharge letters, assessment/diagnosti