Administrator

NHS Jobs; Leatherhead; On-site; GBP 21,000 - 30,000; Full time

Job summary

NHS Jobs is seeking an Administrative Officer to support veteran care administration in Leatherhead. You will handle calendar management, patient records, correspondence, and inter-team communication to ensure smooth service delivery.

The role requires strong organisational skills, excellent communication, and the ability to work with clinical staff and external agencies. Training on SOPs and IAPTUS is provided, with a supportive team environment.

Qualifications

• Admin skills
• Communication skills
• Organisational skills
• Telephone handling
• Diary management
• Electronic filing

Responsibilities

• Contribute to the full range of administrative duties.
• Exchange verbal and written information regarding veteran care with veterans and external agencies; interface with clinical staff.
• Schedule appointments and coordinate administration with clinical staff.
• Deal with appointment queries and follow up non-attendees.
• Develop systems and diary management for smooth administration and inter-team interfaces.
• Support clinicians with administration for reports, correspondence and SARs.
• Organise and prepare agendas for Clinical Meetings.
• Attend meetings, take minutes, and communicate actions to relevant people.
• Update veteran records according to SOP and log all contact.
• Maintain accurate electronic filing and patient databases in the IAPTUS system, and run regular reports.
• Handle telephone queries and provide switchboard service, plus mail-management.
• Manage personal and shared Admin Team mailboxes.
• Work flexibly to meet service needs and cover other duties as required.
• Adhere to Combat Stress policies and procedures.
• Cover duties of other administrators during absences and undertake project work when needed.

Job description

MAIN DUTIES AND KEY RESPONSIBILITIES

• 1. To contribute to the full range of administrative duties.
• 2. Exchange verbal and written information regarding veteran care promptly and politely with veterans, external agencies and providing an internal interface with all disciplines relating to assessment and treatment.
• 3. To schedule appointments and co-ordinate related administration in collaboration with the relevant clinical staff.
• 4. To deal with queries related to appointments and follow up clients who do not attend appointments as required.
• 5. To contribute to the development of systems, processes and diary management to enable the smooth running of administration and the interface with other teams and organisations.
• 6. Support clinicians as necessary by undertaking administration as required associated with therapeutic reports, correspondence and SARs.
• 7. Organise and prepare agendas for Clinical Meetings
• 8. Attend any other meetings as required keeping accurate minutes, records of decisions taken and ensuring that actions are recorded appropriately and communicated to the relevant individuals for action / information.
• 9. Update veteran records in line with Standard Operating Procedures ensuring all contact is logged.
• 10. To be accountable for an accurate and effective electronic filing system including patient database relating to veterans. This includes running and reviewing regular reports within the Electronic Patient Record System (IAPTUS)
• 11. Deal effectively with any telephone queries relating to the organisation and provide switchboard service (escalating difficult calls as appropriate), and mail-management as necessary.
• 12. Manage personal and joint mailboxes relating to Administration Team.
• 13. To work in a flexible and responsive way to meet the changing needs of the service users and demands of the service.
• 14. To fully understand and adhere to the policies and procedures of Combat Stress.
• 15. To cover duties of other administrators during periods of absence.
• 16. To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal rotation and absence cover.