Administrator - People Flexi Bank

Royal Surrey NHS Foundation Trust; Chertsey; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading NHS health service provider in Chertsey seeks a dedicated administrator to act as the main resource for processing referrals and providing efficient support in the reception area. Responsibilities include managing correspondence, handling appointments, and general admin tasks, with a focus on confidentiality and data integrity. The ideal candidate has an NVQ Level 3 in Business Administration and experience in a reception environment. This full-time position offers a 37.5-hour work week from Monday to Friday.

Qualifications

• Minimum of 1 years' experience of working.
• Demonstrated ability to maintain confidentiality and data integrity.
• Capability to handle incoming and outgoing communications efficiently.

Responsibilities

• Receive and process referrals accurately.
• Type dictated letters for the team.
• Book appointments and manage room allocations.
• Handle general administrative tasks effectively.

Skills

Good standard of education e.g. GCSE/ O Level

Experience of working in a reception environment

Use of IAPTus

Education

NVQ Level 3 in Business Admin or equivalent experience

Job description

Surry and Borders is looking for someone to act as the main admin resource for the team, processing referrals, letters and other communications effectively to aid with the smooth running of the reception area and provide efficient administrative support for team members.

Work timing: 9 AM to 5 PM

Days: Monday to Friday

Working hours: 37.5 hours Per week

Location: Unither House, Curfew Bell Rd, Chertsey, Surrey, KT16 9FG

Main duties of the job

Receive and process referrals to the relevant clinician and system(s).

Process discharge paperwork and update system(s) accordingly.

Type all letters dictated or provided by the team.

Book appointments on the patient record system.

Take minutes at team meetings and transcribe accurately.

Answer telephone calls and relay any messages in a timely manner.

Carry out general administrative tasks such as typing, copying, scanning, printing, and laminating.

Provide support to team members in setting up rooms for meetings.

Check and book rooms for other team members upon request.

Scan documents for uploading to patient record system.

Receive and respond to e-mails appropriately, forwarding where necessary.

Arrange clinic appointments.

Monitor and raise purchase requisitions for stationery, services (such as interpreters), and departmental supplies.

Provide cover for other colleagues in the admin team during short absences (annual leave or sickness).

About us

Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.

We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.

Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.

Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.

For international travel, both Gatwick and Heathrow airports are nearby.

Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for?This ranking is based on staff feedback in the 2023 NHS Staff Survey.

Job responsibilities

Ensure accurate and timely processing of referrals, discharges, and patient information on relevant systems.

Maintain confidentiality and data integrity in all administrative and patient-related tasks.

Support effective communication within the team by managing correspondence, calls, and meeting documentation.

Maintain efficient organisation of departmental resources, including stationery, meeting rooms, and service requisitions.

Keep up to date with statutory and mandatory training requirements.

Ensure visitors are received appropriately and security procedures are followed (signing in/out, access tools).

Administer access tools such as door fobs, car park barriers, and keys when required.

Monitor CCTV and report concerns to the appropriate person.

Handle incoming and outgoing post and parcel deliveries efficiently on a daily basis.

Escalate any reception or administrative concerns to the line manager promptly.

Person Specification

Qualifications

• Good standard of education e.g. GCSE/ O Level
• NVQ Level 3 in Business Admin or equivalent experience (3 years)

Experience

• Minimum of 1 years' experience of working
• Experience of working in a reception environment
• IAPTus

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.