Administrative Assistant

Transformationunitgm; Gillingham; On-site; GBP 25,000; Part time

Job summary

A leading healthcare provider in Gillingham is seeking an Administrative Assistant to provide crucial support to the clinical team. This part-time role (22.5 hours/week) requires strong communication and organizational skills, alongside a commitment to confidentiality. You will manage various administrative tasks, serve as the first point of contact for patients, and ensure efficient workflows. A GCSE in English and maths, along with proficiency in Microsoft Office, is required. Join us in making a difference in mental health care.

Benefits

Health and wellbeing programme

Flexible working options

Recognition events

Qualifications

• Strong communication skills to manage various interactions.
• Experience in administration and organizing day-to-day work.
• Ability to manage a diverse workload in a healthcare setting.

Responsibilities

• Manage clinic letters, scanning and uploading documents.
• Serve as the main contact for patient queries.
• Maintain accurate clinical records and participate in meetings.

Skills

Communication skills

Customer service skills

Organizational skills

Empathy

Proficiency in Microsoft Office

Education

C in GCSEs English and maths (or equivalent)

A college course (or equivalent) in administration

Tools

Microsoft Office Suite

RiO patient record systems

Job description

Main area Administration Grade 2 Contract Permanent: Monday, Thursday and Friday. 9am-5pm Hours Part time - 22.5 hours per week (Monday, Thursday and Friday.) Job ref 380-NK243

Employer Kent and Medway Mental Health NHS Trust Employer type NHS Site Britton House Town Gillingham Salary £24,465 per annum pro rata Salary period Yearly Closing 31/12/202523:59

Administrative Assistant

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.

Are you a highly organised and compassionate individual with strong administrative skills? We are looking for a dedicated Administrative Assistant to join our team.

You’ll be the first point of contact for patients and families. This role requires strong communication and customer service skills, empathy, and a commitment to confidentiality.

You’ll support our clinical team by managing administrative tasks, ensuring efficient and compassionate care for our service users.

About You:

• You possess strong communication skills and can handle difficult and challenging conversations.
• You are a collaborative team player, able to work effectively with colleagues to ensure an efficient workflow.
• You are committed to respecting the privacy and confidentiality of all service users and their families, and you adhere to professional ethics and conduct.
• You are proactive, flexible, and can manage a diverse workload.

If you are a detail‑oriented individual passionate about supporting both the clinical team and patient care, we encourage you to apply.

Main duties of the job

• Administrative Support: Manage a variety of tasks including typing clinic letters (audio transcription), scanning and uploading documents, handling incoming/outgoing post and deliveries, and managing a room booking system.
• Communication: Serve as the main point of contact, answering and making telephone calls, and dealing with queries from patients, families, and external services with professionalism and empathy.
• Patient and Team Coordination: Print and distribute letters, send imaging requests, and manage generic email inboxes. You will also participate in multidisciplinary team meetings and team meetings.
• Record Keeping: Maintain accurate and up‑to‑date electronic and written clinical records, ensuring strict adherence to Information Governance and confidentiality standards.
• Professional Development and Mentorship: Participate in supervision and appraisal to reflect on your own practice.

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

Please refer to the attached job description for the full details on the responsibilities and person specification.

Person specification

Training, Qualifications and Registration

• C in GCSEs English and maths (or equivalent)
• A college course (or equivalent) in administration

Experience

• Experience in administration and administrative work
• Experience of working co‑operatively within a team
• Experience of organising own day‑to‑day work and adjusting priorities in response to the needs of others.
• Experience of working in a health or social care setting.

Knowledge & Skills

• IT proficiency: Strong computer skills are crucial, especially in Microsoft Office Suite (Word, Excel, etc.).
• Typing experience and skills
• Knowledge of RiO patient record systems.

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.

Employer certification / accreditation badges

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 previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.