Salary: £21,730 (pro-rata £13,038)
Term: Permanent
Hours: Part time 22.5 hours (Mon-Wed)
Qualifications: Administrative experience
Accountable to: HR and Office Manager

RICE – The Research Institute for the Care of Older People is an independent charity which leads and collaborates on essential research and service delivery to improve the health and find effective treatment for those impacted by dementia and other related conditions.

We deliver the NHS Memory Clinic Service for Bath and North East Somerset, alongside clinical trial and academic research for patients living with dementia and a range of support courses for families.

This is a varied and proactive role which would suit an experienced administrator or someone with great administrative and organisational skills who enjoys working on a variety of activities.

Attention to detail is a must, as is a can-do attitude. No two days will be the same and the person will need to balance and prioritise various tasks.

We are looking for a team player and a ‘completer-finisher’, with excellent communication skills and eye for detail.

Previous administrative experience is essential with excellent IT and typing skills.

JOB SUMMARY

To provide high quality, customer and supporter care and administrative support to the RICE team and our patients. To act as the first point of contact for patients contacting or visiting RICE and to represent the organisation professionally and efficiently in person and through written and digital communications.

 

RICE

RICE is an internationally renowned research and treatment centre located in Bath. We are an independent charity focused on essential research and providing support for people with dementia and other conditions of older age, their families and carers; dedicated to improving the quality of life of everyone involved.

 

THE ROLE

This is a varied and proactive role which would suit an experienced administrator or someone with great administrative and organisational skills who enjoys working on a variety of activities. The role supports the RICE team, working with our clinical specialists and wider team to support medical administration

The work is varied and interesting and the successful candidate will need to be organised, flexible and reliable. We are looking for someone who possesses the ability to meet the demands of the service, and is able to communicate with a wide range of stakeholders, including patients, funders and supporters.

You will need to demonstrate a track record of strong interpersonal skills and generating communications such as letters, forms and flyers. The role requires skills in using MS Office and a CRM database as well as various IT packages for minutes, presentations and data gathering.

Attention to detail is a must, as is a can do attitude. No day will be the same and the person will need to balance and prioritise various tasks.

We are looking for a team player and a 'completer-finisher', with excellent communication skills and eye for detail.

 

KEY RESPONSIBILITIES

1. General duties

• Undertake a variety of administrative duties to assist in the smooth running of the RICE Centre including the provision of secretarial and administrative support to clinical staff and other members of the RICE Team.

• Offer exceptional customer and supporter care through delivering friendly and efficient assistance to the RICE team ensuring a positive and friendly experience for patients, families, supporters and other visitors either in person or via email or phone.

• Reception duties including greeting patients and visitors to the centre, answering the phones, and emails.

• Supporting the fundraising and communications team, when appropriate, with prospect and partnership research, contacting supporters and suppliers, updating database records, supporting the organisation of events, attending events and any other administration as required.

• Ensure waiting area and reception are kept clean and tidy

• To be flexible to the needs of the Centre to ensure the smooth running of the reception and Memory Clinic

• Establish and maintain effective communication and confidentiality of information

2. Patient records

• To provide medical secretarial services including word processing, filing, audio typing, photocopying and the composition of letters. To provide a fast and accurate copy and audio typing service to the centre, producing clinic letters and other documents.

• Maintain systems and process to ensure that patient information/data is available at the right time, that they are in the right place, and that they are complete and accurate

• Update patient information/data as required including once patients have been seen, ensuring notes are accurate and up to date.

• Maintain accurate confidential database records for all patients.

• Annual archiving of patient records following relevant policies and procedures.

3. Courses

• Help to organise four Carers Courses per year, including booking rooms, speakers and bookings

• Ensure all relevant materials are collated, printed and accurate

• Ensure meeting room are set up and ready for the courses

• To also support our teams in the organisation of the other courses we run at RICE

4. Meeting rooms

• Managing booking for the meeting rooms

• Setting up the meeting rooms when booked

PERSON SPECIFICATION -Knowledge and Experience

Essential

• Minimum of 2 year's experience working in a customer/patient focused environment

• Good typing and computer skills

• Excellent administration and organisation skills

• Experience of using Microsoft Office including word, excel and outlook

• Knowledge and ability to use a database/CRM system

Desirable

• Experience of working in an NHS and/or charity or not-for-profit setting

• Knowledge of medical terminology

• Audio typing experience

• Knowledge of the healthcare system in the UK and in particular care for older people.

Essential qualities skills and experience

Essential

• Polite and professional manner and ability to deal with patients who may be confused, have difficulty communicating, be angry or distressed on the telephone or face to face

• Good time manager

• Ability to plan and manage your varied workload

• Excellent verbal and written communications skills

• Self-directed, confident and proactive

• Good team player with a friendly can-do attitude, prepared to pitch in as necessary

• Organised, calm under pressure, able to prioritise effectively and work to various deadlines

Desirable

• Familiarity with and commitment to health and research charities and/or previous experience of working with people with dementia and with patients in the older age group

Closing date: Tuesday 3rd January 2023

Interview dates: 10th January 2023