Job summary
Oaktree Lodge Team Administrator, Band 3 Permanent - Part Time - 30 hours
Older Peoples Mental Health Inpatient Unit - Oaktree Lodge, Memorial Hospital
We are seeking a motivated and enthusiastic individual to provide administration support to the Older Adult Mental Health inpatient unit, Oaktree Lodge based at Memorial Hospital. You will need to demonstrate drive, commitment and enthusiasm working in supporting the quality care provided to both service users and carers alike.
***Previous Applicants Need Not Apply***
Main duties of the job
To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including nursing staff, managers and clinicians within the team at Oaktree Lodge. The role will include the organisation of filing systems and service users' records and competent keyboard/audio skills. To liaise with external agencies as required.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:
- Undertaking word processing for the provision of required reports, letters, discharge summaries, etc. within the set standards.
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
- Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
- Distribute/disseminate post as necessary.
- Undertake retrieval (via Windip) of electronic clinical files that have been archived.
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties photocopying, answering the telephone, scanning (ensuring all service user related information is correctly uploaded into electronic system using the correct naming convention).
- To assist the team with administration work around follow up appointments for service users.
- Ordering stationery/equipment through the Trusts ordering system (Cardea).
- Use of the NHS email system and diary management.
- Organising team meetings and disseminating papers in advance of meetings.
- Minute taking.
- Provide assistance to the team in troubleshooting computer, printing and telephony issues.
- To undertake data entry using spreadsheets and report on the data for audit purposes.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:
- Messages left overnight on answer phone are distributed appropriately.
- Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
- Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided.
- To ensure that visitors adhere to signing in procedures.
- Incoming post is sorted/distributed in a timely manner.
- To record episodes of absence such as sick, study and annual leave using the Trust recording system Healthroster.
- To arrange emergency cover at short notice by both liaising with Temporary staffing and contacting staff.
Job description
Job responsibilities
Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:
- Undertaking word processing for the provision of required reports, letters, discharge summaries, etc. within the set standards.
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
- Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
- Distribute/disseminate post as necessary.
- Undertake retrieval (via Windip) of electronic clinical files that have been archived.
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties photocopying, answering the telephone, scanning (ensuring all service user related information is correctly uploaded into electronic system using the correct naming convention).
- To assist the team with administration work around follow up appointments for service users.
- Ordering stationery/equipment through the Trusts ordering system (Cardea).
- Use of the NHS email system and diary management.
- Organising team meetings and disseminating papers in advance of meetings.
- Minute taking.
- Provide assistance to the team in troubleshooting computer, printing and telephony issues.
- To undertake data entry using spreadsheets and report on the data for audit purposes.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:
- Messages left overnight on answer phone are distributed appropriately.
- Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
- Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided.
- To ensure that visitors adhere to signing in procedures.
- Incoming post is sorted/distributed in a timely manner.
- To record episodes of absence such as sick, study and annual leave using the Trust recording system Healthroster.
- To arrange emergency cover at short notice by both liaising with Temporary staffing and contacting staff.
Person Specification
Experience
Essential
- Minimum 2 years of secretarial work or similar experience
- NHS/Experience or a similar large organisation
Desirable
- Take and transcribe accurate formal minutes
- Keen to work in a mental health setting
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Maintain and implement efficient administration and filing/record systems
Effort and Environment
Essential
- Frequent interruptions during work such as, phone calls, patients/relatives or responding to queries from colleagues.
- Daily use of a computer to input data and prepare documents.
- oReceiving phone calls from patients/carers possibly with challenging/aggressive verbal behaviour or who may be very distressed.
Person Specification
Experience
Essential
- Minimum 2 years of secretarial work or similar experience
- NHS/Experience or a similar large organisation
Desirable
- Take and transcribe accurate formal minutes
- Keen to work in a mental health setting
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Maintain and implement efficient administration and filing/record systems
Effort and Environment
Essential
- Frequent interruptions during work such as, phone calls, patients/relatives or responding to queries from colleagues.
- Daily use of a computer to input data and prepare documents.
- oReceiving phone calls from patients/carers possibly with challenging/aggressive verbal behaviour or who may be very distressed.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
