Job summary

Exciting opportunity for Band 3 Administrator to join the Kent & Medway Urgent Mental Health Helpline- NHS 111 Opt 2 service. The service provides access to urgent and emergency mental health servicesfor people who are experiencing urgent mental health crisis.

The administrator role is a vital role in supporting the Urgent Mental Health Helpline with the day-to-day running of the Service including organisation of work for self and other team members.

The focus of the role is on customer service, organisation e.g. diary management and organising meetings & events, maintenance of effective and efficient working systems and supporting business and performance management.

Please note- the Urgent Mental Health Helpline are currently in Consultation regarding the team base location.There is a proposal for the team to undertake a two step move to West Kent with an interim move to a location in East Kent

Main duties of the job

• It is important that the successful applicants exhibits empathy and compassion, has a professional and flexible attitude, likes being part of a team, has initiative, good communication and interpersonal skills, is able to prioritise workloads and can work to agreed timescales.
• You will be self-sufficient and required to manage own workload and mainly work without supervision on a daily basis but this is readily available
• Post-holders will be able to adopt a systematic and proactive approach e.g. ensuring previous documentation is available for follow up review
• Manage time effectively ensuring systems and processes are efficient and do not duplicate each other or overlap with other team members tasks
• You will work autonomously but will receive regular supervision and appraisals by their line manager
• Meet and greet either by phone or face to face - welcoming visitors in courteous/prompt manner and check contact details are up to date.
• Liaises with internal and external stakeholders on behalf of line manager, colleague or team member
• Ensure KMMH standards are adhered to in terms of all communications and timescales when answering the phone, the message to the caller and promptly redirecting where appropriate.
• Scrutinise and process email inboxes, determines urgency and importance and takes appropriate action

About us

We are Kent and Medway Mental Health NHS Trust. We care for the mental health and wellbeing of people across Kent and Medway.

Our teams support children, young people and adults with a wide range of mental health needs. We also provide specialist services, including all-age eating disorder services and neurodevelopmental assessments for children and young people, such as autism and ADHD.

Because we work across the whole county and across hospital and community settings, we can make care more joined up and easier to access for the people we serve.

Our vision is simple: we are here to help communities not just live with mental illness, but live well. It's why we're passionate about working with communities to make mental health care better for everyone. Everything we do is guided by our values: caring, inclusive, curious and confident.

Join us if you share our passion for better mental health care and want to be part of a team that's working well together.

Details

Date posted

15 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year per annum

Contract

Permanent

Working pattern

Full-time, Job share, Flexible working

Reference number

380-WK0428

Job locations

Eastern & Coastal Area Offices-To be discussed at interview

Littlebourne Road

Canterbury

CT1 1AD

United Kingdom

Job description

Job responsibilities

• May devise and distribute Trust leaflets and information e.g. on Mental Health Act to colleagues which highlight services available.Development of documents e.g. letters and spread sheets, slides, reports - to KMMH branding/standards.
• Perform basic patient administration e.g. on RiO amending non-clinical information - entry and deletion of non-clinical information such as referrals, appointments, waiting list entries, episode information, case load.
• May draft simple feedback questionnaires for clinician or manager approval, distribute and collate results on spread sheet
• Managing team daily setup according to requirements and staffing levels
• Preparation of standard and non-standard reports on activity, basic statistics
• Ability to cross check data from different systems to meet information needs and to highlight discrepancies
• Developing spread sheets for recording of local information where appropriate after checking whether existing report formats are available
• Ordering of stationery and supplies and managing stationery stores
• Compiling staff rotas though responsibility for cover arrangements will lie with manager/clinician
• Really efficient diary management, understands constraints and when to say no to diary entries having first established parameters with manager
• Arrange and co-ordinate appointments and meetings of all sizes

Please refer to the attached job description for the full details on the responsibilities and person specification

Job description Job responsibilities May devise and distribute Trust leaflets and information e.g. on Mental Health Act to colleagues which highlight services available.Development of documents e.g. letters and spread sheets, slides, reports - to KMMH branding/standards. Perform basic patient administration e.g. on RiO amending non-clinical information - entry and deletion of non-clinical information such as referrals, appointments, waiting list entries, episode information, case load. May draft simple feedback questionnaires for clinician or manager approval, distribute and collate results on spread sheet Managing team daily setup according to requirements and staffing levels Preparation of standard and non-standard reports on activity, basic statistics Ability to cross check data from different systems to meet information needs and to highlight discrepancies Developing spread sheets for recording of local information where appropriate after checking whether existing report formats are available Ordering of stationery and supplies and managing stationery stores Compiling staff rotas though responsibility for cover arrangements will lie with manager/clinician Really efficient diary management, understands constraints and when to say no to diary entries having first established parameters with manager Arrange and co-ordinate appointments and meetings of all sizes Please refer to the attached job description for the full details on the responsibilities and person specification

Person Specification

Training & Qualifications

Essential

• 9-4 GCSE English & Maths
• NVQ2/RSA 2 or equivalent

Desirable

• Experience in clinical or document typing
• Experience within NHS/mental health

Experience

Essential

• 2 years administration experience
• Experience in high quality customer services

Desirable

• Experience in NHS
• Experience using RIO

Knowledge & Skills

Essential

• Prioritisation & organisation of workloads
• Keyboard skills & knowledge of Microsoft Office packages
• Customer services experience

Desirable

• Knowledge of general office procedures

Person Specification Training & Qualifications Essential 9-4 GCSE English & Maths NVQ2/RSA 2 or equivalent Desirable Experience in clinical or document typing Experience within NHS/mental health Experience Essential 2 years administration experience Experience in high quality customer services Desirable Experience in NHS Experience using RIO Knowledge & Skills Essential Prioritisation & organisation of workloads Keyboard skills & knowledge of Microsoft Office packages Customer services experience Desirable Knowledge of general office procedures

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Kent and Medway Mental Health NHS Trust

Address

Eastern & Coastal Area Offices-To be discussed at interview

Littlebourne Road

Canterbury

CT1 1AD

United Kingdom

Employer's website

https://www.kentmedwaymentalhealth.nhs.uk (Opens in a new tab)

Employer details

Employer name

Kent and Medway Mental Health NHS Trust

Address

Eastern & Coastal Area Offices-To be discussed at interview

Littlebourne Road

Canterbury

CT1 1AD

United Kingdom

Employer's website

https://www.kentmedwaymentalhealth.nhs.uk (Opens in a new tab)