Job summary
We are looking for an enthusiastic colleague to join our well-respected Administration Team as an Administrator for the Adult Learning Disability Team (ALD) at Queen Mary's Hospital, Sidcup and The Woolwich Centre.
Daily tasks include:
- Providing comprehensive administrative support to the Adult Learning Disability Team through efficient and effective secretarial and administrative duties.
- To act as first and central point of contact for the service.
- To support and manage the referral process for the service.
- To be responsible for inputting and collating data requirements.
Main duties of the job
- To support the staff of the Adult Learning Disability Services by providing efficient and effective secretarial and administrative duties.
- To act as first and central point of contact for these services.
- To support and manage the referral process for these services.
- To be responsible for inputting and collating data requirements.
- To ensure agreed processes and procedures are in place locally to support service delivery in line with Trust policies and local guidelines.
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
- We Listen
- We Care
Job description
Job responsibilities
Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance, minuting meetings, photocopying, faxing, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
Tasks will include reading/entering service user notes using the service's data systems under the direction of team members and recording and processing new referrals to the services.
Understand and follow the Safeguarding Vulnerable Adults and incident reporting processes within the service, liaising as necessary.
Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
Be aware of and develop, maintain and monitor administration system and processes within the service and Trust to ensure an efficient and effective support service, ensuring that team members are briefed in a timely manner of any changes.
Job description
Job responsibilities
Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance, minuting meetings, photocopying, faxing, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
Tasks will include reading/entering service user notes using the service's data systems under the direction of team members and recording and processing new referrals to the services.
Understand and follow the Safeguarding Vulnerable Adults and incident reporting processes within the service, liaising as necessary.
Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
Be aware of and develop, maintain and monitor administration system and processes within the service and Trust to ensure an efficient and effective support service, ensuring that team members are briefed in a timely manner of any changes.
Person Specification
Education/Qualifications
Essential
- NVQ level 3 or equivalent experience
Experience
Essential
- Experience working within the NHS or a similar large organisation.
- Minimum 2 years of secretarial/admin work or similar experience
- Experience of dealing with internal and external stakeholders and a range of different queries, some of which are not routine.
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Experience of managing electronic diaries.
- Be able to efficiently operate/use office equipment and administration systems.
- Maintain and implement efficient administration and filing/record systems.
- Take and transcribe accurate formal minutes.
- Touch typing (average 70 words per minutes)
- Excellent written and verbal communications skills.
Person Specification
Education/Qualifications
Essential
- NVQ level 3 or equivalent experience
Experience
Essential
- Experience working within the NHS or a similar large organisation.
- Minimum 2 years of secretarial/admin work or similar experience
- Experience of dealing with internal and external stakeholders and a range of different queries, some of which are not routine.
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Experience of managing electronic diaries.
- Be able to efficiently operate/use office equipment and administration systems.
- Maintain and implement efficient administration and filing/record systems.
- Take and transcribe accurate formal minutes.
- Touch typing (average 70 words per minutes)
- Excellent written and verbal communications skills.
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).
