Administrator

We are the Kent and Medway Mental Health NHS Trust. We offer a range of ongoing benefits to our valued workforce. From an active health and wellbeing programme to regular recognition events, we work hard to provide varied benefits that make a difference to your work-life balance. Here are some clips of our Kent and Medway Mental Health NHS Trust staff, speaking about their role and why they enjoy working for us Would you like to work flexibly? In the NHS, we are reminded every day of how important life is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. --------------------------------------------------------------------------------------------------------------------------- Job overview Previous applicants need not apply. 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. Advert • 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. Working for our organisation 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. Detailed job description and main responsibilities Please see the attached job description for full details of the main duties and responsibilities of the role. Important Information: In cases where we receive a high volume of applications for a post, it may be necessary to bring the closing date forward. Please submit your completed application as early as possible to avoid disappointment. Due to the high volume of applications received, it is not possible to respond individually to your application. Should you not hear from us within six weeks of the vacancy closing, please assume that your application has not been successful. Probation Period. New employees external to the trust are subject to a six-month probationary period. To deliver an effective service it is essential in some of our roles that you are able to travel between work bases in a timely manner. Production of false or forged documents/qualifications in order to obtain employment is a criminal offence and will be reported to the Police. Disclosure and Barring Service Check. Certain roles are subject to criminal record checks called Disclosure and Barring Service (DBS) checks. Therefore, you will be required to submit a completed Disclosure form to the Disclosure and Barring Service. Kent and Medway Mental Health NHS Trust are signed up to NHS England's Sexual Safety in Health Care Organisational Charter The trust takes a systematic zero-tolerance approach to tackle any unwanted, inappropriate and/or harmful sexual behaviours within the workplace and in our care provision. We are committed to sexual safety which encompasses prevention, support and decisive action against perpetrators. We are committed to keeping you and our patients safe. Use of AI when writing job applications While AI tools can be helpful in generating ideas and drafting initial versions, they should never be the sole source for writing your job application. AI cannot truly understand the specific job you're applying for or what makes you a good fit. Therefore, it's crucial to personalise any AI-generated content to accurately reflect your skills, experiences, and aspirations. Relying solely on AI to write your application may result in generic, impersonal, and potentially inaccurate content. Always review and refine any AI-generated text to ensure it effectively communicates your experience, skills, accomplishments, and aspirations, and demonstrates your suitability for the position.