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Job description

We are currently looking for a part-time administrator to be based at Lenworth Clinic in Ashford. You will possess excellent administrative skills and 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.

If required you will be asked to greet our service users in reception to cover other members of the administrative team.

You will:
Work as a member of the administration team to:

• ensuring all new referrals to the service are managed and created in a timely manor
• ensure all systems and processes are effective and followed appropriately
• ensure all phone calls are dealt with in a timely and professional manor
• 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.

COVID-19 Vaccination

We continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.

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).

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 focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.

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.
• 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 and manual filing 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 sites.
• Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site