Team administrator

Job summary

An opportunity has arisen for highly motivated individual to join the Horsham Assessment & Treatment Service

We are looking for an individual who has experience of working on a front-line service and able to offer a friendly welcome to a very busy outpatient reception area.

A strong sense of initiative, team working and multi-tasking skills are required to work in this patient-focused reception area.

You will have the ability to stay calm whilst multi-tasking, be approachable showing kindness and sensitivity

Main duties of the job

• To support the Admin Co-ordinators and Admin Team Lead in all areas of administration for the reception service.
• Develop working relationships with key people across the Horsham ATS service and play an active role in supporting the wider team with administrative tasks.

About us

The work is varied and your role will be crucial in helping to ensure the team's key performance targets are met by providing administrative support.

You will be part of a friendly admin team and use the Trust's Carenotes system - The Electronic Patient Record Database.

Successful candidates must be able to demonstrate excellent communication and interpersonal skills to effectively manage their workload whilst supporting the wider administration team and providing a front-line service .

Kind, compassionate and caring admin professionals are encouraged to apply - An understanding of an outpatient setting within the NHS is desirable but training will be given to the right person.

Job description

Job responsibilities

Presents a professional and courteous image to all service users, visitors and staff entering and exiting the building.Welcomes visitors and provides all possible assistance, including arrangement for access requirements, ensuring that the appropriate staff member is informed of their that all information is handled in a confidential manner, in line with the relevant Trust policies and legislation.

Communicate courteously and politely at all times when dealing with enquiries, especially where there may be barriers to understanding, including booking interpreter services if required.

Support service users attending appointments in line with the Access and Active Engagement Policy. This may include ordering Taxis for service provide a comprehensive and efficient administrative support for the team whilst based in the reception area.

This will include handling some aspects of correspondence, including post and dealing with telephone enquiries into the service.

Also ensure all letters / parcels are ready for all post and correspondence that come into the service are filed and distributed using the correct procedures.

Also, to open and process internal and external incoming and outgoing mail / will include that post, visitor signing in sheets and FP10s are filed correctly.

Also uploading the FP10's on to Electronic Patient Record and email to GP Surgeries for their with other services with the Trust and outside the NHS, and staff at all levels.

Assisting staff members with queries / requests of help with photocopying / undertake photocopying, post and filing as provide reception services, receiving visitors on behalf of the department, dealing sensitively with people, and on the telephone, taking accurate messages and providing follow up action as required, using appropriate accurately record messages and information from any callers and to initiate appropriate procedures, maintain effective channels of assist in room bookings when required;

assist with enquiries of systems in use. Also, to book clinic rooms for persons outside trust and to ensure needs are met.

Person Specification

Qualifications

Essential

GCSE's of C and above

Desirable

Apprenticeship in Administration at Level 2

Knowledge / Experience

Essential

• Proven Experience of working as a receptionist / administrator
• Good telephone manner
• Experience of working in a health care setting

Desirable

• Understanding of Medical Terminology
• Awareness of mental health or lived experience

Skills

Essential

• Interpersonal Skills
• Dealing with sensitive conversations with service users
• Importance of confidentiality
• Knowledge of Microsoft (word, excel, outlook and Powerpoint)
• Ability to work in busy environment

Last updated : 2024-06-23