Administrative Assistant

Kent and Medway Mental Health NHS Trust; Gillingham; On-site; GBP 21,000 - 27,000; 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, handling administrative tasks with empathy, discretion, and a commitment to confidentiality.

Key duties include typing clinic letters (audio transcription), scanning and uploading documents, managing post and deliveries, booking rooms, answering calls, and supporting the clinical team.

Qualifications

• Strong communication and customer service skills.
• Commitment to privacy and confidentiality.
• Collaborative team player with effective cross-team collaboration.
• Proactive, flexible and able to manage a diverse workload.
• Detail-oriented and empathetic in patient care.

Responsibilities

• Administrative tasks including typing clinic letters (audio transcription), scanning and uploading documents.
• Handling incoming/outgoing post and deliveries; managing room booking system.
• Answering and making telephone calls; dealing with queries from patients, families and external services.
• Print and distribute letters; send imaging requests; manage generic email inboxes; participate in MDT meetings.

Skills

Administrative skills

Communication skills

Confidentiality

Team player

Multitasking

Tools

Typing

Scanning documents

Phone handling

Electronic records

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.

If you are a detail-oriented individual passionate about supporting both the clinical team and patient care, we encourage you to apply.

• Administrative Support: Manage a variety of tasks including typing clinic letters (audio transcription), scanning and uploading documents, handling incoming/outgoing post and deliveries, and managing a room booking system.
• Communication: Serve as the main point of contact, answering and making telephone calls, and dealing with queries from patients, families, and external services with professionalism and empathy.
• Patient and Team Coordination: Print and distribute letters, send imaging requests, and manage generic email inboxes. You will also participate in multidisciplinary team meetings and team meetings.
• Record Keeping: Maintain accurate and up-to-date electronic and written clinical records, ensuring strict adherence to Information Governance and confidentiality standards.
• Professional Development and Mentorship: Participate in supervision and appraisal to reflect on your own practice.

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: Erin Job title: Business Admin Coordinator Email address: [e-mail] Telephone number: 01634 973111