Job summary
- Main area
- Administration
- Grade
- Band 2
- Contract
- Fixed term: 12 months (09:00 to 17:00 Monday to Friday)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 380-FR0678
- Employer
- Kent and Medway Mental Health NHS Trust
- Employer type
- NHS
- Site
- 1st Floor Outpatients Department, Sevenoaks Hospial
- Town
- Sevenoaks
- Salary
- £25,272 per annum
- Salary period
- Yearly
- Closing
- 12/06/2026 23:59
Employer heading
Assistant Administrator
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.
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.
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Job overview
The post holder will be part of the West Kent Neuropsychiatry admin team who provides direct reception and administrative support to the West Kent Neuropsychiatry clinical team and other administrative colleagues.
The post holder will be supervised by the Band 3 Administrator in all aspects of administrative work and will 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.
The post holder will be expected to work on their own initiative with the ability to organise and prioritise their own workload.
The post holder will have experience of electronic diary management, be an excellent communicator and have the ability to remain calm in sometimes difficult situations.
The post holder will have front line contact with service users, carers and the general public and other external professional stakeholders as well has internal colleagues.
Main duties of the job
The post holder will be managing reception, meeting and greeting patients and their carers, taking incoming telephone calls, taking accurate messages and passing them to the appropriate person.
The post holder will have good data inputting skills whether on spreadsheets or on Trust electronic medical databases. This will require a high level of accuracy.
The post holder will have excellent communication skills both face to face or over the telephone.
The post holder will be able to use their own initiative, prioritise their own workload and be able to keep calm in sometimes distressing situations.
To provide reception support to patients ensuring that they have brought in the correct completed documentation, providing support if required.
To have excellent typing skills with the ability to touch type with a high degree of accuracy, to be able to produce high quality documents either from copy typing or digital dictation adhering to Trust format and following data protection policy.
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 job description for a more in depth list of duties required.
To maintain records on electronic systems for which accuracy and promptness are critical adhering to information governance policy and procedures.
To arranging appointments for clinicians to see patients to include all relevant administration.
To receiving and processing referrals to include all relevant administration.
To have excellent communication skills face to face or over the telephone.
To be able to process emails from generic inbox.
To use SBS ordering system for the ordering of stationery and equipment.
To receiving and processing referrals to include all relevant administration.
To photocopying any relevant documentation including all support/educational paperwork for patients.
Person specification
Training Qualifications
Essential criteria
- Certified NVQ Level 2 or equivalent in Business Administration
- A-C Grade in GCSE in Mathematics and English
Experience
Essential criteria
- To have a minimum of two years experience of working in an administrative capacity in a healthcare environment
- To have at least one year's experience of working on reception and meeting and greeting patients in a healthcare environment
Desirable criteria
- Experience of working in a team setting
- Experience of using RiO
Knowledge and Skills
Essential criteria
- Ability to use Microsoft Office 365 package including Outlook, Powerpoint, Excel and TEAMS to a high standard
- Ability to prepare documents to a high standard with excellent attention to detail of the English language, grammar and spelling
Desirable criteria
- Ability to prioritise and organise workload for self and ability to meet tight deadlines and to work on own initiative
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
- Wendy Walker
- Job title
- Business Adminstration Co-ordinator
- Email address
- [email protected]
- Telephone number
- 01732 228 200
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