Job summary
To provide integrated and comprehensive secretarial and administrative support to the Administration Manager to ensure smooth running of administration services within the Older Peoples Mental Health Community Services
Main duties of the job
- Undertaking typing to support the Consultants and teams for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
- Dealing with incoming correspondence daily, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
- Dealing with referrals to the service, written, email & E-referrals, according to local procedures.
- Working as duty admin when allocated on rota
- Maintaining RIO database ensuring accurate and timely entry of necessary client data
- Arranging clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
- Attending and participating in meetings. Minuting meetings, e.g. MDT meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
- Using email, intranet, Internet and Microsoft packages as required.
- Providing cover for secretarial/admin staff during periods of leave and sickness.
- Handling both routine and urgent matters using initiative and with minimal supervision.
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
- Undertaking typing to support the Consultants and teams for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
- Dealing with incoming correspondence daily, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
- Dealing with referrals to the service, written, email & E-referrals, according to local procedures.
- Working as duty admin when allocated on rota
- Maintaining RIO database ensuring accurate and timely entry of necessary client data
- Administration of allocation and closure of cases.
- Implementing and maintaining effective client and systems ensuring client records are kept safe, confidential, up to date and accessible.
- Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Arranging clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
- Attending and participating in meetings. Minuting meetings, e.g. MDT meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
- Undertaking administrative duties, e.g. diary management, photocopying, scanning, patient reminder calls.
- Using Hybrid mail to communicate with GPs and clients
- Using email, intranet, Internet and Microsoft packages as required.
- Acting as clinic receptionist as required.
- Providing cover for secretarial/admin staff during periods of leave and sickness.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Undertaking any other duties commensurate with the level of the post as required ensuring efficient and effective running of the department/section
- 5 GCSE passes A C grades or equivalent.
- RSA Typing Stage II or equivalent.
- NVQ Level 3 Administration or equivalent qualification or experience
- Minimum 2 years secretarial experience
- Touch typing
- Dealing with a wide range of people
- Knowledge and use of Rio
- Intermediate use of Microsoft Office Packages including Excel
- Operating all other office equipment
- 60 wpm typing speed
- Accurate minute taking
- Able to produce reports of a high standard
- Accurate data input
- Communicating effectively both in writing and verbally
- Understanding Equal Opportunities
- Understanding Patient Confidentiality
- Implement efficient administration & filing systems.
- Planning/organising meetings.
- Willingness to undertake specific training for personal development and service organisational development.
- Good interpersonal skills/relationship building.
- Working in an assertive manner/workload planning
- Working effectively as part of a team
- Good, appropriate and sensitive telephone manner
- Time and Diary Management
Physical Effort
- Moving and handling files
Mental Effort
- Demanding and pressurised working environment
- High level of concentration required
Emotional Effort
- Receiving telephone calls from distressed clients/relatives and emotional demands
- Occasional exposure to verbal aggression
- Handling sensitive information
- Consistent use of VDU
- Sitting for long periods of time
- Working with a multi-disciplinary team
- Good time keeping
- Reliable and enthusiastic
- Ability to work in a flexible way/prioritising workload
- Uses initiative/proactive in problem solving
- Demonstrates ability to be a good team member
Job description
Job responsibilities
- Undertaking typing to support the Consultants and teams for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
- Dealing with incoming correspondence daily, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
- Dealing with referrals to the service, written, email & E-referrals, according to local procedures.
- Working as duty admin when allocated on rota
- Maintaining RIO database ensuring accurate and timely entry of necessary client data
- Administration of allocation and closure of cases.
- Implementing and maintaining effective client and systems ensuring client records are kept safe, confidential, up to date and accessible.
- Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Arranging clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
- Attending and participating in meetings. Minuting meetings, e.g. MDT meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
- Undertaking administrative duties, e.g. diary management, photocopying, scanning, patient reminder calls.
- Using Hybrid mail to communicate with GPs and clients
- Using email, intranet, Internet and Microsoft packages as required.
- Acting as clinic receptionist as required.
- Providing cover for secretarial/admin staff during periods of leave and sickness.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Undertaking any other duties commensurate with the level of the post as required ensuring efficient and effective running of the department/section
- 5 GCSE passes A C grades or equivalent.
- RSA Typing Stage II or equivalent.
- NVQ Level 3 Administration or equivalent qualification or experience
- Minimum 2 years secretarial experience
- Touch typing
- Dealing with a wide range of people
- Knowledge and use of Rio
- Intermediate use of Microsoft Office Packages including Excel
- Operating all other office equipment
- 60 wpm typing speed
- Accurate minute taking
- Able to produce reports of a high standard
- Accurate data input
- Communicating effectively both in writing and verbally
- Understanding Equal Opportunities
- Understanding Patient Confidentiality
- Implement efficient administration & filing systems.
- Planning/organising meetings.
- Willingness to undertake specific training for personal development and service organisational development.
- Good interpersonal skills/relationship building.
- Working in an assertive manner/workload planning
- Working effectively as part of a team
- Good, appropriate and sensitive telephone manner
- Time and Diary Management
Physical Effort
- Moving and handling files
Mental Effort
- Demanding and pressurised working environment
- High level of concentration required
Emotional Effort
- Receiving telephone calls from distressed clients/relatives and emotional demands
- Occasional exposure to verbal aggression
- Handling sensitive information
- Consistent use of VDU
- Sitting for long periods of time
- Working with a multi-disciplinary team
- Good time keeping
- Reliable and enthusiastic
- Ability to work in a flexible way/prioritising workload
- Uses initiative/proactive in problem solving
- Demonstrates ability to be a good team member
Person Specification
Qualifications
Essential
Desirable
- RSA typing stage II or equivalent
- NVQ level 3 Administration or equivalent qualification or experience
Experience
Essential
- Minimum 2 years secretarial experience
Desirable
- experience of working in an NHS environment or similar
Skills
Essential
- intermediate knowledge of Microsoft packages
- accurate minute taking
Desirable
- experience of using Rio
- experience of working in a demanding and pressurised environment
Person Specification
Qualifications
Essential
Desirable
- RSA typing stage II or equivalent
- NVQ level 3 Administration or equivalent qualification or experience
Experience
Essential
- Minimum 2 years secretarial experience
Desirable
- experience of working in an NHS environment or similar
Skills
Essential
- intermediate knowledge of Microsoft packages
- accurate minute taking
Desirable
- experience of using Rio
- experience of working in a demanding and pressurised environment
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).
