• Job Description

  Req#: C9380-24-0159?language=en&page=1693&sort=publicationDateDesc

  Job summary

  A great opportunity has arisen within KMPT for an experienced, confident, self-motivated, forward-thinking, organised, proactive and enthusiastic Administrator to join the Kent Clinical Neuropsychology Service in the West serving localities including Maidstone, Sevenoaks and Dartford. This is an excellent opportunity to work as part of a dynamic and friendly team to provide professional administrative support, resolve day-to-day problems independently, and act as a source of advice for admin assistants.

  We are looking for an individual who is able to work on their own initiative and has experience in providing administrative support to a number of clinicians and also able to work in a team. The successful candidate will maintain an overall overview of the administration activities for the Kent Clinical Neuropsychology Service for West Kent. The job holder will be expected to attend offices based at two sites including Avalon House, Coxheath, ME17 4PE and Darent House, Sevenoaks, TN13 3PG. The job holder will be expected to travel between bases in a timely manner.

  Applicants should be educated to GCSE level in Maths and English or equivalent and NVQ Level 3/RSA level 3 or equivalent. You will need to have excellent organisational and keyboard skills, be a competent typist, possess a good working knowledge of Microsoft Office packages, pay attention to detail and be able to adapt to changing/challenging situations.

  Main duties of the job

  The job holder will be part of a small team who are a flexible resource serving the Kent Clinical Neuropsychology Service for West Kent, including Maidstone, Sevenoaks, Dartford and Gravesham localities in the provision of excellent administration support. The post holder will be expected to organise work for themself and other team members and have front-line contact with service users, carers and the general public or other external stakeholders, as well as internal colleagues. The focus of the post will be less on volume typing (although some typing of clinical letters will be required) and preparation of correspondence and more on customer service, organisation e.g. maintenance of effective and efficient working systems, supporting business and performance management, diary management, and organising meetings and events. The post holder will provide day-to-day supervision and delegation of tasks to Administrative Assistants within the team. The post holder will be the 'go to' person for queries relating to Kent Clinical Neuropsychology Service for West Kent and will have centralised oversight for the Kent Clinical Neuropsychology Service for West Kent admin processes with the support of other members of the team.

  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.

  The nature of our work attracts kindness and compassion as standard and everyone from our cleaners and porters to the chief executive and chairman are recognised as playing a vital role in providing an exemplary service.

  Date posted

  08 February 2024

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £22,816 to £24,336 a year per annum pro rata

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  380-FR0389

  Job locations

  Darent House, Sevenoaks

  Hospital Road

  Sevenoaks

  TN13 3PG

  
  

  Job description

  Job responsibilities

  • Prioritise workload and interpret the urgent nature of calls and people presenting in person in order to pass promptly into those appropriately qualified personnel for action
  • Manage own workload and mainly work without supervision on a daily basis
  • Adopt a systematic and proactive approach e.g. ensuring previous documentation is available for follow-up reviews
  • Manage time effectively ensuring systems and processes are efficient and do not duplicate each other or overlap with other team members' tasks
  • Developed skills in customer care for transactions with customers/clients/other external stakeholders and internal colleagues
  • Deal with anxious clients or visitors using basic conflict resolution skills and calling for assistance as appropriate
  • 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
  • Use basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ3/RSA3 or equivalent including inputting into spreadsheets, more complex charts e.g. inserting labels and axis and more common formulas. sum, mean and averages with some analysis
  • Maintaining records on electronic systems such as RiO (KMPT - access Administrator level 2) for which accuracy and promptness are critical as is adherence to information governance policy and procedures. May be RiO champion
  • Print BI reports and send to teams for action, monitoring data completeness and data quality
  • 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
  • Identifies where there is duplication of paper and electronic records and questions whether this is necessary
  • Provide support to Administration Co-ordinators/Performance, Quality and Administration Manager/Business & Performance Managers in ensuring that teams conform to the health and Social Care Records Policy, RiO user guidance and other requirements, acting on BI reports as required.
  • Work autonomously but will receive regular supervision and yearly appraisals by their line manager
  • Post holders will supervise band 2 staff including allocation of work and monitoring standards of work produced and ensuring equality of workload
  • Post-holders may also take part but not lead in recruitment, induction and appraisal processes for band 2 staff
  • Produce high quality documents from a variety of software whether downloaded, digital dictation e.g. BigHand or from other means
  • May not need to attend in person to take minutes but set up a template for population by attendees directly onto a computer or laptop
  • Follows procedures set by KMPT e.g. set out in RiO in relation to record keeping and ensures consistent methods of record keeping in line with professional and clinical standards outlined to them.
  • Use SBS to order management service orders for delivery
  • May deal with petty cash including holding and managing the petty cash float, progressing payments and receipting cash deposits and maintaining accurate records. Undertake monthly reconciliation of cash to receipts and/or maintain basic financial records
  • As with all posts, observe the required health and safety rules and take personal responsibility for the security of the area within which the post-holder works
  • Support clinicians when lone working
  • Maintaining records

  Job description

  Job responsibilities

  • Prioritise workload and interpret the urgent nature of calls and people presenting in person in order to pass promptly into those appropriately qualified personnel for action
  • Manage own workload and mainly work without supervision on a daily basis
  • Adopt a systematic and proactive approach e.g. ensuring previous documentation is available for follow-up reviews
  • Manage time effectively ensuring systems and processes are efficient and do not duplicate each other or overlap with other team members' tasks
  • Developed skills in customer care for transactions with customers/clients/other external stakeholders and internal colleagues
  • Deal with anxious clients or visitors using basic conflict resolution skills and calling for assistance as appropriate
  • 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
  • Use basic office skills in Word, Outlook, PowerPoint and Excel acquired through NVQ3/RSA3 or equivalent including inputting into spreadsheets, more complex charts e.g. inserting labels and axis and more common formulas. sum, mean and averages with some analysis
  • Maintaining records on electronic systems such as RiO (KMPT - access Administrator level 2) for which accuracy and promptness are critical as is adherence to information governance policy and procedures. May be RiO champion
  • Print BI reports and send to teams for action, monitoring data completeness and data quality
  • 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
  • Identifies where there is duplication of paper and electronic records and questions whether this is necessary
  • Provide support to Administration Co-ordinators/Performance, Quality and Administration Manager/Business & Performance Managers in ensuring that teams conform to the health and Social Care Records Policy, RiO user guidance and other requirements, acting on BI reports as required.
  • Work autonomously but will receive regular supervision and yearly appraisals by their line manager
  • Post holders will supervise band 2 staff including allocation of work and monitoring standards of work produced and ensuring equality of workload
  • Post-holders may also take part but not lead in recruitment, induction and appraisal processes for band 2 staff
  • Produce high quality documents from a variety of software whether downloaded, digital dictation e.g. BigHand or from other means
  • May not need to attend in person to take minutes but set up a template for population by attendees directly onto a computer or laptop
  • Follows procedures set by KMPT e.g. set out in RiO in relation to record keeping and ensures consistent methods of record keeping in line with professional and clinical standards outlined to them.
  • Use SBS to order management service orders for delivery
  • May deal with petty cash including holding and managing the petty cash float, progressing payments and receipting cash deposits and maintaining accurate records. Undertake monthly reconciliation of cash to receipts and/or maintain basic financial records
  • As with all posts, observe the required health and safety rules and take personal responsibility for the security of the area within which the post-holder works
  • Support clinicians when lone working
  • Maintaining records

  Person Specification

  Experience

  Essential

  • Ability to prepare documents to high quality in MS Word (evidenced through supporting statement)
  • 3 years of experience of working in an administration role

  Desirable

  • Experience of working in a health care environment
  • experience of working in a team

  Qualifications

  Essential

  • RSA 3/NVQ 2/3 or equivalent experience
  • GCSE in English and Maths (A-D) or equivalent

  Desirable

  • Experience or knowledge in the of use excel in job role

  Person Specification

  Experience

  Essential

  • Ability to prepare documents to high quality in MS Word (evidenced through supporting statement)
  • 3 years of experience of working in an administration role

  Desirable

  • Experience of working in a health care environment
  • experience of working in a team

  Qualifications

  Essential

  • RSA 3/NVQ 2/3 or equivalent experience
  • GCSE in English and Maths (A-D) or equivalent

  Desirable

  • Experience or knowledge in the of use excel in job role

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Employer details

  Employer name

  Kent & Medway NHS & Social Care Partnership Trust

  Address

  Darent House, Sevenoaks

  Hospital Road

  Sevenoaks

  TN13 3PG

  
  

  Employer's website

  https://www.kmpt.nhs.uk (Opens in a new tab)

  Employer details

  Employer name

  Kent & Medway NHS & Social Care Partnership Trust

  Address

  Darent House, Sevenoaks

  Hospital Road

  Sevenoaks

  TN13 3PG

  
  

  Employer's website

  https://www.kmpt.nhs.uk (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

Notice