Administration Assistant - Work From Home Remote
Job description
Are you looking for a challenging opportunity to unlock your potential in a fast-growing, and exciting organisation?
We are looking for a patient facing, professional individual preferably with health sector experience, excellent communication and administration skills.
We will expect you to work hard, achieve and exceed goals and be dedicated to our vision, purpose and values. In return for the above, you will receive a competitive salary, home-working bonus and comprehensive training and mentor support, as well as a comprehensive Employee Assistance Programme. The post is offered on a 6 month fixed term employment contract.
We have included some Application Guidance at the end of this post, please read through this before you apply.
The Company
Psychiatry-UK LLP is the leading provider of online mental health services in the United Kingdom, made up of a large chamber of consultant psychiatrists, prescribers and non-clinical support services, assessing and treating 2000+ patients each month within the NHS and private sector across all age groups.
Job Summary
We are seeking highly motivated and committed individuals with excellent verbal and written communication skills, who can meet tight deadlines and who are comfortable working in a fast-paced, demanding environment requiring skills of autonomy and initiative. You will join our Central Admin Team, reporting to the Central Admin Team Lead and Operations Manager of the Specialist Functions.
Primary duties are varied but will include liaison with patients via telephone and electronic communications using our bespoke patient management platform, maintaining excellent medical records, assist with waiting list coordination, process referrals, arrange appointments, collate medical information, draft and format documents, closely liaise with clinical and administrative and senior manager colleagues and partner agencies by attending virtual meetings over Microsoft Teams, email and telephone.
You will be available to work a minimum of 32 hours a week across core business hours which may include some occasional weekends to cover our 7 day operation. You will need a private and secure home office environment to maintain confidentiality.
Description of Duties & Examples of Activity
Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
- Handle complex patient needs with empathy and integrity.
- Providing appropriate responses and advice to patients.
- Answering inbound calls and emails from patients, members of the public and healthcare professionals.
- Liaising with the clinical team and other health professionals.
- Ensuring a high level of customer care is always provided.
- Escalating calls when required or in case of emergency e.g. arranging ambulance dispatch or police welfare checks.
- Assisting with waiting list monitoring, identifying and contacting patients who disengage.
- Logging all calls and updating information using our secure, patient database.
- Arranging and scheduling appointments within our bespoke system.
- Drafting, formatting and accurately maintaining documents and spreadsheets.
- Provide cover for colleagues when and where necessary.
- Prioritise workload with consideration to issues arising and responding to shifting priorities appropriately.
- Actively participate in regular supervision with the line manager.
- Participate in audits, performance monitoring and meet objectives.
- Completing all mandatory training.
You will be an excellent written and verbal communicator with a high degree of literacy, be digitally mature, and be conversant with Microsoft Office software, readily adaptable to fast-paced changes in service. You will routinely liaise with patients, psychiatrists, NHS and private organisations and multidisciplinary agencies including GPs, CMHTs and The Police.
Other Information
The role is home-based but you may be required to attend various meeting locations occasionally.
The post holder will be expected to register with the DBS Update Service at their own cost to keep their DBS certificate current. Psychiatry-UK will apply for the original DBS certificate on their behalf.
Recent experience of working in a mental health service will be a distinct advantage.
You will need a fast, reliable, private internet connection to work with Psychiatry-UK, at least 15Mbps
Hours of work are 8-hour shifts between core business hours of 8am - 8pm weekdays and 9am - 5pm occasional weekends on a shift rota basis .
There is an additional work-from-home bonus offered of £1000 pa pro-rata.
This role is initially a 12-month fixed term contract with potential to be extended or made permanent, dependant on performance, attendance and the requirements of the business.
Previous applicants need not apply.
Confidentiality
The post holder must ensure that personal information is accurate, up to date, always kept secure and confidential in compliance with relevant legislation and the common law duty of confidentiality. The post holder must follow record-keeping guidelines to ensure compliance with the Freedom of Information Act.
Valuing Diversity & Human Rights
No person should receive less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part-time working status and real or suspected HIV/AIDS status and must not be placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable.
Data Protection
If you have contact with computerised data systems you are required to obtain, process, and/or use information held on a computer in a fair and lawful way, to hold data only for the specific registered purpose and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.
This job description is intended as an outline indicator of general areas of activity and will be amended in light of the changing needs of PUK. You may be required to work at other locations as determined by the duties of your post. You may be required to undertake any other duties at the request of the line manager, which is commensurate with the role, including project work, internal job rotation and absence cover. This job description describes responsibilities, as they are currently required. It is anticipated duties will change over time and the job description may need to be reviewed in the future.
Application Guidance
Please ensure that your CV is up to date and reflects your skills, knowledge and experience, highlighting how you meet the requirements of the advertised role. Make sure that you include all information relating to the requirements of the advertised position.
Please complete and submit the Indeed Skills Tests as the time of application. Incomplete Skills Tests will result in your application being declined.
If you are shortlisted and in order to be considered for interview, you will be asked to complete a preliminary Screening Tool to assess your suitability for the post. This must be returned to us within 48 hours to be considered.
If your screenig tool meets our rquirements, you will be sent a link to book an interview at your convenience. Interviews can take 30 to 45 mins so please make sure you allow time for this in your schedule.
Job Types: Full-time, Fixed term contract, Temp to perm
Contract length: 12 months
Salary: From £22,880.00 per year
Benefits:
- Additional leave
- Casual dress
- Company events
- Health & wellbeing programme
- Sick pay
- Work from home
Schedule:
- 8 hour shift
- Monday to Friday
- Weekend availability
Education:
- GCSE or equivalent (required)
Experience:
- Customer service: 1 year (required)
- Administrative experience: 1 year (required)
- High-volume call handling: 1 year (required)
- Mental health service: 1 year (required)
Language:
- English (CEFR level C1 minimum) (required)
Work authorisation:
- United Kingdom (required)
Work Location: Remote
