Admin Coordinator

Job summary

This vacancy will be based at Laurel House in Canterbury, with a requirement for regular work at Eureka Place, our mental health centre in Ashford.

The successful candidate will be responsible for supporting the day-to-day running of the administration team, aligned to the newly formed Mental Health Together team for Canterbury and Ashford.

Mental Health Together is an exciting new service formed as part of the Community Mental Health transformation in Kent and will work with Primary Care agencies, to offer service users of all adult ages the best possible service and treatment.

Mental Health Together will work alongside the established Community Mental Health Team, but it's aim is to offer a significant number of service users easier access to mental health services and interventions to promote Well-Being in the early stages of their symptoms.

Main duties of the job

The successful candidate will be leading a team of administrators, who manage referrals, book appointments, type letters, respond to telephone calls and greet patients and carers at reception. The post-holder will be part of the local leadership team and will work alongside the service managers and operational team leaders, to improve the administration processes, lead and motivate the team.

The successful candidate will support the day to day running of the administration team. With support from the leadership team they will take the lead on implementing changes to the admin processes, in order to contribute towards achieving the trust objectives and to improve the quality of the service provided to our patients and carers.

They will provide supervision and appraisals for the administration team and be expected to manage any absence, performance or conduct issues in accordance with trust values and policies and will be supported to do so by their line manager and HR.

They will be expected to analyse and interpret performance reports and collate data as needed and will be responsible for the agenda and minutes for team meetings.

About us

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 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.

Job description

Job responsibilities

With support from the Clinical team, the Admin Coordinator will work with a small team of administrators developing and implementing a sound admin system to support clinical services in this newly established team, which forms an important part of the Transformation of Mental Health services.

The ideal candidate will possess a positive and challenging attitude to embrace this new service in order to contribute towards achieving the trust objectives, and to improve the quality of the service provided to our patients and carers.

A prime part of this new role will be to oversee and collaborate with team colleagues, setting up the first-class systems to ensure an efficient and manageable support system for clinicians, managers, and our patients.

The role will also require working closely with the Admin Leads in the Community Mental Health Teams to ensure good cross-knowledge of services & working practices, to ensure cohesion of transition for service users and clinical staff.

They will also provide supervision and appraisals for the administration team, both within the MHT and the CMHT, and be expected to manage any absence, performance or conduct issues in accordance with trust values and policies and will be supported to do so by their line manager and HR.

They will be expected to analyse and interpret performance reports and collate data as needed and will be responsible monitoring performance, with a view to making ongoing improvements to systems, thus enhancing the values of Mental Health Together Ashford & Canterbury.

In addition, a key part of the role will be to oversee and supervise the admin team working from Eureka Place in Ashford, who support the Community Mental Health Team in that vicinity.

The role will be largely as detailed above with the opportunity for the successful candidate to develop the role to suit the needs of the service.

Please see job description for full details.

Person Specification

Qualifications

Essential

NVQ3 or equivalent and/or relevant practical experience

Desirable

NVQ4

Knowledge

Essential

Full range of administrative and software programmes

Experience

Essential

Managing busy workload and conflicting priorities Handling confidential and sensitive information Supervision of staff

Desirable

Experience of recruitment, appraisal and performance management

Skills

Essential

Excellent verbal and written communication

---