Administration Assistant

Kent and Medway Mental Health NHS Trust; Sittingbourne; On-site; GBP 18,000 - 24,000; Full time

Job summary

Kent and Medway Mental Health NHS Trust is seeking an Administrative Assistant to join our team. You will be the first point of contact for patients and families, supporting the clinical team with a range of administrative tasks and ensuring compassionate care.

The role requires excellent communication, discretion, and the ability to manage a diverse workload in a busy NHS setting. You will handle reception duties, document management, and appointments, upholding information governance

Qualifications

• Strong communication and customer service skills.
• Ability to handle confidential information with discretion.
• Proactive and flexible with a diverse workload.
• Collaborative team player able to support a clinical team.

Responsibilities

• Typing, scanning, printing, and managing digital and physical documents; handling mail, deliveries, and room bookings.
• Reception cover: meeting and greeting patients, answering queries, welcoming visitors.
• Manage telephone and email inquiries from patients, families and external services with empathy.
• Coordinate patient care by sending appointment reminders and supporting staff with ad-hoc admin tasks.
• Maintain accurate and up-to-date clinical records following information governance standards.

Skills

Communication skills

Customer service

Teamwork

Confidentiality

Administrative tasks

Job description

Are you a highly organised and compassionate individual with strong administrative skills?

We are looking for a dedicated Administrative Assistant to join our team.

You'll be the first point of contact for patients and families. This role requires strong communication and customer service skills, empathy, and a commitment to confidentiality. You'll support our clinical team by managing administrative tasks, ensuring efficient and compassionate care for our service users.

About You

• You possess strong communication skills and can handle difficult and challenging conversations.
• You are a collaborative team player, able to work effectively with colleagues to ensure an efficient workflow.
• You are committed to respecting the privacy and confidentiality of all service users and their families, and you adhere to professional ethics and conduct.
• You are proactive, flexible, and can manage a diverse workload.

• Administrative Support: You will be responsible for a variety of tasks including typing, scanning, printing, and managing both digital and physical documents. This also involves handling mail, deliveries, and a room booking system.
• Reception cover: Meeting and greeting patients, dealing with queries, welcoming visitors.
• Communication and Frontline Queries: Acting as a primary point of contact, you will handle telephone and email inquiries from patients, families, and external services. This requires strong communication and customer service skills to manage a wide range of queries and handle difficult conversations with empathy.
• Team and Patient Coordination: You'll be crucial in coordinating patient care by sending appointment reminders, managing requests for scans, participating in team meetings and support other staff members with ad-hoc administrative tasks.
• Documentation and Confidentiality: A core duty is to maintain accurate and up-to-date clinical records, strictly following Information Governance and confidentiality standards to protect patient information.

We are Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway and are rated ‘Good’ by the Care Quality Commission (CQC).

Our teams support children, young people and adults with a wide range of mental health needs. We also provide specialist services, including all-age eating disorder services and neurodevelopmental assessments for children and young people, such as autism and ADHD.

Because we work across the whole county and across hospital and community settings, we can make care more joined up and easier to access for the people we serve.

Our vision is simple: we are here to help communities not just live with mental illness, but live well. It’s why we’re passionate about working with communities to make mental health care better for everyone. Everything we do is guided by our values: caring, inclusive, curious and confident.

Join us if you share our passion for better mental health care and want to be part of a team that’s working well together.

For further details / informal visits contact: Name: Business Administration Coordinator Job title: Business Administration Coordinator Email address: [e-mail] Telephone number: 01634 973111