Do you want to be part of a dynamic and friendly admin team based at Ashford, Kent; supporting the team at Ashford Children and Young People Mental Health Service. Do you possess excellent administrative skills and have good working relationships with colleagues. You will be an excellent communicator and have the ability to prioritise your workload ensuring that work is completed in a safe and timely manner. In addition, we are seeking someone who can warmly welcome patients when they are working in the reception area.
You will:
Work as a member of the administration team to:
ensure all systems and processes are effective and followed appropriately
ensure all phone calls are dealt with in a timely and professional manner
demonstrate high standards in all administrative activates relating to a young persons journey through the service
work in collaboration with administrative colleagues across CYPMHS and our partner
You will remember that patients, service users and carers are our top priority, and treat others how we would like to be treated.
You will provide the best service possible, following best practice and national developments.
You will listen and continually improve our services for the benefit of our patients, service users and carers.
You will work to create relationships based on honesty, respect and trust, and meet the highest standards of professionalism and confidentiality.
You will help people achieve the best quality of life possible, giving them the information and support they need.
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
Use of AI
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Please see attached Job description and person specification for full details of this role.
Key Responsibilities:
Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
Main duties included telephone, email and covering reception
Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate
Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
Manage and maintain an efficient administrative system on behalf of others.
Draft general correspondence on behalf of own service.
Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports).
Work without supervision and ensure urgent situations are addressed swiftly.
Ensure workload is managed and prioritised appropriately.
Establish and maintain electronic systems.
Arrange and take minutes or notes at meetings that are intended for internal review only.
Type medical or other reports as required
Input generic data into organisational systems or in-house records. Printing of simple reports – ie training records or basic clinical info
Cover other teams/services, where necessary, which may require working on other site
Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.
