Job summary

Based within the business administration Hub, this role provides flexible support to the team in the provision of Specialist Equipment Services (Prosthetics, Environmental Controls, Spasticity Assessments (BOTOX); Specialist Rehabilitation Consultations).

The general clerical duties, monitoring the reception area, dealing with inquiries face to face and/or on the phone and routine use of our electronic system ELMS will be integral to daily tasks, as well as managing patients’ records. Other areas of the post may include organising meetings and events, taking minutes, managing petty cash and stationery supplies.

Main duties of the job

  • The post holder will have a good knowledge of customer care principles and practises, and will be able to apply them in their relations with customers, other external stakeholders and internal colleagues (both face-to-face and on the phone)
  • Undertake a range of administration processes to meet the needs of the services and support colleagues, daily use of IT systems
  • Attend to visitors (including greeting, directing) and dealing with inquiries, monitor reception area to ensure the front desk and shared areas are safe, clean and tidy
  • Occasionally posts at this level would be expected to deal with anxious clients or visitors using basic conflict resolutions skills and calling for assistance as appropriate
  • Advise patients as the first point of contact in order to direct their enquiries to the relevant department
  • Monitor stationery and franking machine

    • About us

    Come and work with us in the Garden of England where we combine exceptional professional development opportunities with a tremendous quality of life.

    We are Kent and Medway NHS and Social Care Partnership Trust (KMPT), providing mental health, learning disability and specialist services, serving 1.8 million people across the county.

    The Trust (rated Good overall by the CQC and Outstanding for care) has 3,283 staff working in 66 buildings across 33 locations, covering an area of 1,450 square miles.

    You will be joining friendly, passionate colleagues, rich in their diversity, who are committed to providing excellent care to our service users and their loved ones.

    Date posted

    21 November 2022

    Pay scheme

    Agenda for change

    Band

    Band 2

    Salary

    £20,270 to £21,318 a year n/a

    Contract

    Permanent

    Working pattern

    Full-time

    Reference number

    380-FR0192

    Job locations

    Kent & Medway NHS & Social Care Partnership Trust

    Medway Maritime Hospital Windmill Road Disablement Services Centre

    Gillingham Kent

    ME7 5PA

    Job description

    Job responsibilities

  • Answer, screen and direct calls, taking action, recording messages and providing information as required
  • Monitor visitor access and maintain security awareness
  • May explain (but not interpret) procedures, rights or requirements from acquired knowledge about KMPT policies and procedures, Statutory processes to service users, internal colleagues or external agencies
  • Safeguard patients privacy and confidentiality
  • Complete other ad-hoc clerical duties as requested by manager
  • Oversee management of the information display boards
  • Using basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ2/RSA2/ equivalent and /or relevant working experience
  • Posts at this level will be maintaining patients records, progressing appointments, managing waiting lists and progressing investigative reporting on ELMS for which accuracy and promptness are critical, as is adherence to Information Governance policy and procedures
  • Post-holders will be expected to embrace new technology as this is rolled out across the Trust
  • Maintaining confidentiality and processing confidential information
  • Appropriate use of email, calendar and accessing centralised services for room and equipment bookings
  • Management of postal systems and services, including use of franking machine for the DSC

    • Job description

    Job responsibilities

  • Answer, screen and direct calls, taking action, recording messages and providing information as required
  • Monitor visitor access and maintain security awareness
  • May explain (but not interpret) procedures, rights or requirements from acquired knowledge about KMPT policies and procedures, Statutory processes to service users, internal colleagues or external agencies
  • Safeguard patients privacy and confidentiality
  • Complete other ad-hoc clerical duties as requested by manager
  • Oversee management of the information display boards
  • Using basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ2/RSA2/ equivalent and /or relevant working experience
  • Posts at this level will be maintaining patients records, progressing appointments, managing waiting lists and progressing investigative reporting on ELMS for which accuracy and promptness are critical, as is adherence to Information Governance policy and procedures
  • Post-holders will be expected to embrace new technology as this is rolled out across the Trust
  • Maintaining confidentiality and processing confidential information
  • Appropriate use of email, calendar and accessing centralised services for room and equipment bookings
  • Management of postal systems and services, including use of franking machine for the DSC

    • Person Specification

    GCSE

    Essential

  • Year in Administrative role

    • 3

    Essential

  • Booking of patient appointment

    • Person Specification

    GCSE

    Essential

  • Year in Administrative role

    • 3

    Essential

  • Booking of patient appointment