Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Wednesday, Thursday, Friday 9-5)
- Job ref
- 380-EK369
- Employer
- Kent and Medway Mental Health NHS Trust
- Employer type
- NHS
- Site
- St Martins Hospital/ Laurel House
- Town
- Canterbury
- Salary
- £24,465 per annum pro rata
- Salary period
- Yearly
- Closing
- 02/12/2025 23:59
Employer heading
Administration Assistant
Band 2
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.
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.
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Job overview
Please note, at this stage, the role is open only to internal staff (including NHSP and Agency staff currently on placement within our organisation) and staff substantively employed within Kent and Medway NHS Trusts and the Kent and Medway Integrated Care Board (ICB). Any individual who is at risk of redundancy will be given priority, provided they meet the essential criteria.
Are you an organised and supportive professional ready to play a vital role in healthcare?
We are looking for a dedicated Administrative Assistant to join our team in Canterbury.
This role is the essential link that provides the critical support empowering our clinical teams to deliver the very best patient care. Our administration offices are dynamic and fast-paced environments, and your efficiency will directly ensure our services run smoothly every day.
This isn't just a desk job—it's an opportunity to:
Act as a core member of a supportive, high-performing team.
Ensure the efficient and effective operation of administrative processes.
Directly contribute to the seamless delivery of outstanding care to our patients.
You will be joining our dedicated teams in Ashford and Canterbury, working alongside passionate colleagues who rely on your expertise. If you are ready to apply your organisational skills to a role that truly makes a difference in the community, we encourage you to apply!
Main duties of the job
- Ideally, you’ll be educated to GCSE in Maths and English or equivalent and NVQ Level 2/RSA2 or equivalent.
- You’ll either have past customer service experience, or, a brilliant understanding of what makes a great service experience. Confident, professional, organised and with a keen eye for detail; you’ll be at home speaking with our patients and making sure that your work is of the very highest quality.
- With experience in MS Office, you’ll know your way around Outlook, Excel & Word, and previous audio typing experience is a bonus.
- Able to stay calm and professional at all times, you’ll always make sure that you put the needs of our patients at the forefront.
If you’re asked to attend an interview, there will be a literacy and numeracy test.
Working for our organisation
We are the Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway. Our teams support adults with a wide range of mental health needs. Because we cover the whole county and both hospital and community settings, we can make care more joined up and easier to access for the 1.8 million people of Kent and Medway. Rated ‘Good’ by the CQC, we care for over 2,000 people in our hospitals and 54,000 in the community each year.
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. And 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 doing well together.
Detailed job description and main responsibilities
High-quality admin services are vital for ensuring the smooth running of our service; you can expect your days to be full of variety and challenge - some of the responsibilities for the role are listed below:
- Daily opening of post, date stamping and despatch
- Data entry eg inputting of information such as new referrals and updating of progress notes, results of tests or questionnaires
- Checks relevant systems eg RiO for clinic appointment lists
- Liaising with other internal departments
- Photocopying
- Preparation of variety of documents and correspondence from tape, digital dictation or notes
- Printing information in spreadsheet or report format as required
- Likely to process confidential information
- Laminating of posters or reports and binding as appropriate
- Booking of appointments and, with appropriate supervision from the Administrators
- Arranging meetings and events
- Diary management
- Ordering of stationery and other supplies
Please refer to the attached job description for the full details on the responsibilities and person specification
Person specification
Qualifications
Essential criteria
- A-C Grade GCSE in English & Maths or equivalent
- Educated to NVQ level 2 /RSA 2 or equivalent
Skills and knowledge
Essential criteria
- Customer facing role – paid or unpaid or able to demonstrate transferable customer care skills
- Keyboard/ typing skills
- Experienced in MS Office
- Ability to identify urgency and importance of tasks with experience and training and relevant procedures to deal with different presenting situations e.g. what to do when alarms are activated etc.
- Ability to quickly acquire basic knowledge of services within service line/locality and therefore most appropriate person to direct callers to
Desirable criteria
- Experience of working in the NHS
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Blaise Berry
- Job title
- Business Administration Coordinator
- Email address
- [email protected]
- Telephone number
- 01227 533107
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