Job summary
A fantastic opportunity has become available at the Greenwich West Mental Health Team for an experienced administrator. This is a dynamic, fast-paced multi-disciplinary team including clinicians, OT's, social workers and nurses.
The successful candidate will primarily be responsible for supporting the team, liaising with internal and external agencies as required as well as dealing with clients face to face or on the telephone. In this role you will be asked to attend meetings, take minutes, use excel spread sheets, either type or copy and paste notes into letter format and send using hybrid mail.
The successful candidate will need to have a good working knowledge of computer packages and be able to work under pressure, follow instructions and complete tasks as scheduled.G2 experience would be helpful, but not a necessity as training will be provided. Experienceof working in an NHS environment is desirable.
Perks of this position are team away days, NHS discounts, progression development through training courses, onsite parking available and in a good position for trains, buses and local shops.
Main duties of the job
- To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including managers, clinicians and practitioners within the Greenwich Mental Health Team.
- You will need administrative experience, to be proficient in Microsoft Windows packages and the ability to communicate courteously face to face, on the telephone and in writing to a wide range of service users and professional staff.
- You will need excellent keyboard skills and be able to prioritise and organise your work in a busy office environment. You should be able to take minutes and be able to organise meetings. You should be flexible in your approach and be able to proactively communicate with colleagues on workload issues and offer administration support.
- Experience of working within a health service environment would be an advantage.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services inclcaring 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/audio support for the provision of required reports, letters, 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. 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, shredding, etc. Provide assistance to clinicians in troubleshooting computer issues. Booking of interpreter services to attend the locality. Minute taking. Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention. 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:o Messages left overnight on answer phone are distributed appropriatelyo Incoming calls via telephone/personally delivered are prioritised and distributed accordinglyo Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is providedo Incoming post is sorted/distributed in a timely mannero Keep movement chart on all staff updated throughout the day
Job description
Job responsibilities
Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by: Undertaking word processing/audio support for the provision of required reports, letters, 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. 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, shredding, etc. Provide assistance to clinicians in troubleshooting computer issues. Booking of interpreter services to attend the locality. Minute taking. Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention. 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:o Messages left overnight on answer phone are distributed appropriatelyo Incoming calls via telephone/personally delivered are prioritised and distributed accordinglyo Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is providedo Incoming post is sorted/distributed in a timely mannero Keep movement chart on all staff updated throughout the day
Person Specification
Experience
Essential
- 2 years Administration experience
Desirable
- Experience in a NHS setting or similar organisation
Skills and Knowledge
Essential
- Computer literate with a working knowledge of Microsoft Packages
Skills
Essential
- Take and transcribe accurate formal minutes
Desirable
Experience
Essential
- Experience of using electronic clinical records (e.g. Rio)
Person Specification
Experience
Essential
- 2 years Administration experience
Desirable
- Experience in a NHS setting or similar organisation
Skills and Knowledge
Essential
- Computer literate with a working knowledge of Microsoft Packages
Skills
Essential
- Take and transcribe accurate formal minutes
Desirable
Experience
Essential
- Experience of using electronic clinical records (e.g. Rio)
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).
