Find More Than 10K+
United Kingdom Jobs

Job description

Title: Central Admin Assistant
Remuneration: Starting at £22,800 pa pro rata plus £1000 work from home allowance Reporting to: Central Admin Team Lead
Expected Hours: 32+ hours per week (ideally full time – 40 hours)
Location: Home-based/various meeting locations as required

The Company
Psychiatry-UK LLP is the leading provider of online mental health services in the United Kingdom. A career here offers the opportunity to develop your knowledge, skills and life experiences while enjoying the unique opportunity to work in a full or part-time role from your home office. Working in a leading online mental health service means working amongst innovative, forward-thinking and committed professionals in a multi-disciplinary team.

Job Summary
Working as a member of a core administrative team, the post holder will provide flexible admin support across various departments within Psychiatry-UK on an ad hoc basis, based on the needs of the business. Psychiatry-UK Ltd includes a large number psychiatrists, nurse prescribers, other clinicians, management, and administrative departments. Our clinicians provide a range of services to all age groups and across the NHS and private sector. You will work under the direct supervision of the Administrative Lead, reporting into the Admin Operations Manager of the Specialist Functions.

The role will be home based but could be required to attend various meeting locations as and when required. The role will also adhere to the flexitime principles for PUK.
Responsibilities and Duties
The post holder will have a variety of tasks, including the following examples of activity. This list is not exhaustive, and administrative staff could be asked to perform a wider variety of duties to ensure resilience across the organisation.

Description of Duties

• 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.
• Undertake medical record archiving, data cleansing, data checking and data collation of audit records within the patient portal, MedQare
• Assist Operational Managers with administrative duties, such as formatting job descriptions and adverts, which are then sent to People Support.
• Work with teams across the PUK operation to maintain healthy KPIs by assisting with work flows as required. Examples of this activity may include monitoring patient notes and emails, and ensuring they are disseminated and actioned within a clinically safe timeframe, creating patient records or other general duties associated with MedQare portal administration.
• Support all operational departments with occasional typing from dictation both of a clinical and operational nature as required within service level agreements.
• Support all operational departments with occasional formatting of letters, reports and other documents to agreed service level agreements.
• Assist as and when required for minute taking within meetings, as directed.
• Assist in data collection for the various functional departments across the organisation as directed
• Provide cover for colleagues in other departments when and where necessary.
• Plan own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
• Prioritise workload with consideration to issues arising and responding to shifting priorities appropriately.
• Actively participate in regular supervision with line manager and the PUK PDR process for maintaining and developing personal skills and meeting agreed objectives.
• The post holder will attend identified training courses deemed relevant to the post.

Working conditions/effort

The postholder may:

• Be required to concentrate for long periods of time.
• Deal with frequent interruptions.
• Be flexible and adaptable to change.
• Frequent and long periods of PC usage.
• Be required to work alone.
• Be regularly presented with problems requiring resolution

Person SpecificationEssential Qualifications and Skills:

• GSCE grade C in English and Maths
• Strong administration skills with proven experience as an administrative assistant, virtual assistant or office admin assistant
• Experience working in a psychiatric and/or private hospital setting
• Strong Microsoft Office skills including Excel and PowerPoint
• Excellent written and verbal communication skills
• Attention to detail
• Friendly, approachable and supportive
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Excellent time management skills and the ability to prioritize work
• Problem-solving skills
• Strong organisational skills with the ability to multi-task

Desirable Qualifications and Skills

• A-Levels grade C in English and Maths
• At least 1 year service in a healthcare sector admin role is preferable
• Qualification as an Administrative assistant or similar
• Knowledge of GDPR, in particular issues around patient consent and identifiable information when processing requests.

Other information
This job description is intended as an outline indicator of general areas of activity and will be amended in the 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 are 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.

Behaviour

All employees are expected to:

• Support the values, aims and vision of PUKMS and its clients
• Act with honesty and integrity at all times
• Be positive ambassadors for PUKMS
• Demonstrate high standards of personal conduct
• Value and respect colleagues, other members of staff and patients
• Work with others to develop and improve PUKMS services
• Take personal responsibility for their words and deeds and for the quality of the service they deliver

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 the 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 are 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.

Job Types: Full-time, Permanent

Salary: From £22,800.00 per year

Benefits:

• Additional leave
• Casual dress
• Flexitime
• Health & wellbeing programme
• Sick pay
• Work from home

Schedule:

• 8 hour shift
• Flexitime
• Holidays
• Monday to Friday
• Weekend availability

Education:

• GCSE or equivalent (required)

Experience:

• Microsoft Office: 1 year (required)
• Microsoft Excel: 1 year (required)
• working in a psychiatric and/or private hospital: 1 year (required)
• Administrative experience: 1 year (required)

Language:

• English (CEFR level C1 minimum) (required)

Work authorisation:

• United Kingdom (required)

Work Location: Remote

Application deadline: 19/06/2023