Administrator

Cardiff and Vale University Health Board; Ashford; On-site; GBP 23,000 - 27,000; Full time

Job summary

Kent and Medway Mental Health NHS Trust seeks an experienced administrator to join the West Kent Neuropsychiatry Administration Team. You will support clinicians, manage diaries, prepare documents, and maintain RiO records with accuracy.

You may supervise Band 2 staff after six months and occasionally cover at the East Kent Neuropsychiatry office in Ashford, where a car is beneficial. You will liaise with internal colleagues and external organisations, handle sensitive information, and

Qualifications

• GCSE in Maths and English (A-C) with excellent spelling and command of English.
• NVQ in Business Administration or equivalent.
• Minimum three years' experience in a healthcare administrative role.

Responsibilities

• Maintain electronic records in RiO with accuracy and timeliness.
• Manage email, calendar, and room bookings; ensure information governance.
• Provide support to Administration Manager and team; supervise Band 2 staff after probation.
• Produce high quality documents from multiple software sources; take and type minutes.
• Scan/upload forms to RiO and update patient demographics as required.
• Determine urgency of emails and escalate to management when needed.
• Arrange interpreters and provide top-and-tail branding, grammar and presentation checks.

Skills

Excellent communication

Organisational skills

Supervisory experience

Attention to detail

Education

NVQ in Business Administration

GCSE Maths and English (A-C)

Tools

RiO

Microsoft Word

Excel

Outlook/Teams

Electronic diary management

Job description

You will be part of the West Kent Neuropsychiatry Administration Team who provides direct administrative support to the West Kent Neuropsychiatry Clinical Team. You will also be expected to liaise effectively with employees at all levels throughout the organisation and with external organisations as required, using verbal, written and electronic media. You will be expected to work on own initiative with the ability to organise own workload and exercise discretion as to the degree of urgency and importance required, create and maintain spreadsheets and databases, have experience of electronic diary management, be an excellent communicator and ability to remain calm in sometimes difficult situations. You will have front line contact with service users, carers and the general public or other external stakeholders, as well as internal colleagues. You will also be expected to supervise the Band 2 Assistant Administrator after the six month probation period. You may, from time to time, be required to travel to our East Kent Neuropsychiatry office in Ashford to provide cover/support to our admin colleagues and clinicians so a car owner would be beneficial.,

• To maintain records on electronic systems such as RiO for which accuracy and promptness are critical as is adherence to information governance policy and procedures.
• To understand appropriate use of email, calendar and accessing centralised services for room bookings.
• To provide support to Administration Business Co-ordinator/Performance and Quality and Administration Manager in ensuring teams conform to the Health and Social Care Records policy and RiO user guidance.
• Postholders may supervise Band 2 administrative staff when appropriate including allocation of work and monitoring standards of work produced and ensuring equality of workload.
• To be able to produce high quality documents from a variety of software whether downloaded, digital dictation e.g. BigHand or from other means.
• To be competent in taking minutes of local meetings and typing up of same onto team template.
• Accepting draft letters and documents from clinicians and providing a 'top and tail' service in relation to branding, grammar, punctuation, presentation and etiquette.
• Scanning and uploading of /forms to RiO and filing of documents as appropriate, updating any patient demographic details as required.
• Determining urgency and importance of emails and deals with them appropriately, highlighting emails to management where necessary.
• Booking of interpreters as requested using the appropriate system and following agreed., Please see the attached job description for full details of the main duties and responsibilities of the role.
  GCSE Grade A to C in Maths and English with excellent spelling and command of the English language, NVQ in Business Administration, A minimum of three years experience of working in an administrative role in a healthcare environment
• At least one year's experience in supervision of staff, Excellent communication skills via a variety of methods (telephone, verbal, video)
• Good knowledge of microsoft applications including Outlook, Word, Excel and Teams
  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.