Administration officer | Medway Community Healthcare CIC

Are you an experienced administrator, with excellent organisation skills? Do you have excellent communication skills and are people focused? Are you a proficient typist? Do you have a keen eye for detail? If you answered yes, we’ve got the perfect role for you!

We are looking for an enthusiastic and motivated senior administrator to work within our Adult Therapies Administration Hub. Someone with previous experience of office administration and secretarial work, who is confident managing and prioritising their own workload and working to deadlines. This role is responsible for providing a high level of administrative support to clinical services from within the specified administration hub.

• Typing of clinical letters and referrals using audio transcribing software.
• Support with clinical triage of referrals for community services and where necessary track patients through care pathways.
• Provide a high level of customer service, liaising with patients, service representatives, healthcare professionals and other colleagues on a frequent basis, dealing with a wide range of enquiries.
• Regularly liaise with other Healthcare providers to obtain reports and test results.
• Managing, ordering and auditing of drug stocks.

We operate between the hours of 8am and 6pm Monday to Friday and there will be an expectation, as part of a rota, that some 6pm shifts be undertaken.

This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused – you’ll even have the opportunity to become an MCH shareholder. We encourage staff to get involved in exploring new ways of working and service development. We’ll provide well established, in‑service training, one‑to‑one supervision, and appraisals with regular support. You’ll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.

Informal visits can be arranged on request. We will offer you the choice of two pension schemes; the NHS Pension scheme and the Scottish Widows group pension scheme. MCH is considering merging with Kent Community Health Foundation Trust (KCHFT). If the merger goes ahead, the proposed transfer date is 30th September 2026 and this role will be subject to TUPE transfer to KCHFT.

Medway Community Healthcare’s Care Coordination Centre is a busy diverse Administration hub supporting a wide range of clinical community services. The large team are friendly supportive and committed to providing 1st class administrative support to all our service users. The structure of the CCC provides opportunities for personal development and progression. The team operate a hybrid working rota, with time in the office and time working from home.

Main aims of the role:

• Communicate and manage appointment and clinical related information to ensure the users of the service are the centre of everything we do.
• Manage a range of data to enable the service to operate effectively.
• Plan, organise and prioritise a range of tasks and activities to make best use of resources in a timely fashion ensuring deadlines are adhered to.
• Prepare reports and letters in relation to patient care using our in house dictation system.
• Respond appropriately to enquiries from other services and patients, referring to other members of the team when necessary.
• Ensure adequate supply of medicines required for use within clinical service, ordering, issuing and stock take of Medicines.
• Provide general and administrative support to specified administration hub.
• Arrange and support meetings, take minutes and/or action notes.

Deal effectively with internal and external enquiries, demonstrating excellent communication and customer care. Provide and receive routine information either verbally or written, requiring tact or persuasive skills in order to overcome barriers to understanding. Deal with potentially complex, sensitive or confidential enquiries from patients, staff and the public.

Educated to A Level standard or equivalent. Experience of a range of office procedures. NVQ3 in business administration / customer care or equivalent. RSA Stage 3 or equivalent. ECDL advanced desirable. Accurate and timely copy/audio typing.

Make judgements involving facts / situations sometimes requiring analysis of information. Prioritise workload and make appropriate level decisions, such as; when to escalate and ensure this is done in a timely manner, e.g. telephone messages from staff / patients.

Organise and allocate work, tasks or activities. Manage diaries, plan meetings, rotas, schedules and clinics. Work flexibly to maintain cover within the service / organisation. Produce and maintain effective systems to ensure the service operates efficiently, e.g. planning appointments, time management, patient transport, and maintain filing systems.

Advanced keyboard skills for regular use of computer systems. Use office equipment, e.g. transcription equipment.

Provide non‑clinical advice and information to patients, carers, relatives or staff either face to face, over the telephone or by other means. Recognise when patient’s care is a priority and ensure that patients are given assistance at all times, treating others with courtesy, respect and making them feel valued.

Responsible for ensuring that organisational policies and procedures are adhered to and implemented. Contributes to changes and updates of policies / procedures in own area of work.

Manage and ordering of stock / office stationery / equipment. May be required to handle petty cash and patient valuables. May be required to issue / take responsibility for equipment used by self and others.

Supervise and co‑ordinate the day to day work of new or less experienced staff.

Create or format databases / spreadsheets / publications utilising appropriate IT systems. Transcribing / copy typing information provided by others. Formal Minute taking. Management of information either electronic or paper based.