Job summary
- Main area
- Administrator
- Grade
- Band 3
- Contract
- 12 months (Fixed term 12 months)
- Hours
- Part time - 22.5 hours per week
- Job ref
- 380-FR0622
- Employer
- Kent and Medway Mental Health NHS Trust
- Employer type
- NHS
- Site
- Albion Place
- Town
- Maidstone
- Salary
- £24,937 - £26,598 per annum pro rata
- Salary period
- Yearly
- Closing
- 31/12/2025 23:59
Employer heading
Administrator
Band 3
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.
---------------------------------------------------------------------------------------------------------------------------
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.
We are looking for a Band 3 Administrator to join our West Kent MHLD Admin Team, based in Albion Place.
You will have excellent organisational and analytical skills, be competent in data entry, possess a good working knowledge of Microsoft applications such as Outlook, Word, Excel and Teams, pay attention to detail and be a good team player.
You should be able to work unsupervised, meet tight deadlines and adapt to changing and challenging situations.
A polite telephone manner and the ability to communicate with a diverse team through a variety of methods are essential.
The role may involve working remotely once the probation period has been passed successfully.
Main duties of the job
- Arranging appointments for clinicians to see patients, including all relevant administration – RiO input, diary management, and appointment letters.
- Arranging patient groups for clinicians to include all relevant administration – RIO input, putting groups onto RiO, and appointment letters.
- Scanning and uploading of correspondence /forms to RiO and filing of documents as appropriate, updating any patient demographic details as required.
- Preparation of weekly Referral Meetings for clinicians, including opening of referrals, uploading of same to RiO, updating spreadsheets and completing relevant paperwork for meetings and processing outcomes from those meetings.
- Management of the generic email inbox and the ability to process requests therefrom.
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
-
Accepting draft letters and documents from clinicians and providing a ‘top and tail’ service in relation to branding, grammar, punctuation, presentation and etiquette.
-
Ability to work on own initiative and act independently.
-
Attending to other requests from the Business Administration Co-ordinator and Performance, Business and Administration Manager.
Please see the attached job description for full details of the main duties and responsibilities of the role.
Person specification
Training, Qualifications and Registration
Essential criteria
- A-C Grade in GCSE in English and Mathematics
Desirable criteria
- NVQ Level 2/3 or equivalent in administration with proven experience
Knowledge, Skills and Abilities
Essential criteria
- Ability to use Microsoft Office, Excel and Teams to a high standard
- Excellent communication skills both in face to face or over the telephone
- Use of Outlook for updating of calendar and appointments
- Good keyboard skills
Desirable criteria
- Intermediate level Excel application of basic formulas and exception reporting
Experience
Essential criteria
- At least 2 years experience of working in an administrative role
Desirable criteria
- Experience using RIO
- Previous experience in NHS role
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
- Kimberley Stokes
- Job title
- Business Administration Co-ordinator
- Email address
- [email protected]
- Telephone number
- 01843 855266
- Additional information
If you cannot get through to Kimberley, please contact Sophie Clarke;
01622 948800
List jobs with Kent and Medway Mental Health NHS Trust in Administrative Services or all sectors