Job overview

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.

Main duties of the job

• 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 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.