Administrator

Transformationunitgm; Maidstone; Hybrid; GBP 22,000 - 27,000; Full time

Job summary

A regional mental health organization in Maidstone is seeking a Band 3 Administrator to join the West Kent MHLD Admin Team. The ideal candidate will have excellent organizational and analytical skills, proficiency in Microsoft applications, and at least two years of experience in an administrative role. This position allows for flexible working arrangements and involves managing appointments, inputting data into RiO, and preparing documentation for meetings. A caring and communicative approach is essential to work effectively within the diverse team.

Benefits

Health and wellbeing programme

Flexible working arrangements

Recognition events

Qualifications

• Excellent organisational and analytical skills required.
• Ability to work unsupervised and adapt to challenges.
• Experience in administrative roles of at least 2 years.

Responsibilities

• Arrange appointments for clinicians and manage diary.
• Input patient information and manage correspondence.
• Preparation of weekly Referral Meetings documentation.

Skills

Organisational skills

Analytical skills

Data entry

Communication skills

Microsoft Office proficiency

Education

A-C Grade in GCSE in English and Mathematics

NVQ Level 2/3 or equivalent in administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

RiO

Job description

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

• A-C Grade in GCSE in English and Mathematics
• NVQ Level 2/3 or equivalent in administration with proven experience

Knowledge, Skills and Abilities

• 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
• Intermediate level Excel application of basic formulas and exception reporting

Experience

• At least 2 years experience of working in an administrative role
• Experience using RIO
• Previous experience in NHS role

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 any 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

Name: Kimberley Stokes
Job title: Business Administration Co‑ordinator
Email address: [e-mail]
Telephone number: 01843 855266
Additional information:

If you cannot get through to Kimberley, please contact Sophie Clarke;

[e-mail]

01622 948800