Job summary
*** Previous applicants need not apply ***
To provide comprehensive secretarial and administrative support to the Adult ADHD service. This includes supporting consultants, assistant psychologists, ADHD specialist nurses, and other clinical staff. The post holder will liaise with service users and carers regarding prescriptions, appointments, and medical reviews. They will ensure accurate maintenance of patient records, assist in the setup of clinics, and oversee the distribution of ADHD diagnostic reports. The role requires initiative and discretion, ensuring confidentiality at all times.
Main duties of the job
Administrative Support
Provide comprehensive support to the Adult ADHD clinical team, including Consultants, Nurse Prescribers, Practitioners and Assistant Practitioners and Assistant Psychologists.
Appointment Coordination
Manage appointments for the Adult ADHD clinics, including booking, rescheduling, and communicating with service users.
Ensuring links for online appointments are sent, clinic rooms booked, and the client kept up to date.
General Office Duties
Manage incoming and outgoing mail, filing, and ordering office supplies.
Ordering items and raising POs for Cardea.
Ensure secure disposal of confidential materials.
Information Technology
Proficient in Microsoft Office, Outlook, and other relevant software.
Extensive use of RiO to ensure client records are up to date and important information is logged and uploaded.
Support the team with the prescription database.
Other Duties
Provide cover for colleagues during absences.
Attend and participate in MDT team meetings, appraisals, and training session when required.
Adhere to Trust policies, including those related to sustainability, health and safety, and infection prevention.
Support and attend the ADHD Team in Masterclasses, community outreach sessions. Providing full admin support throughout the session
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
Communication
Respond to calls and emails from adult service users, carers, and external professionals, ensuring accurate and timely communication.
Handle sensitive or complex queries with tact and professionalism, signposting to appropriate services as needed.
Patient Records
Maintain accurate patient records on RIO and other administrative systems, ensuring compliance with confidentiality and data protection standards.
Clinic Organisation
Support the setup of clinical sessions, ensuring smooth operations for the Adult ADHD team.
Distribute workload among clinical staff where necessary to optimise efficiency.
Problem-Solving
Address issues or complaints from service users in collaboration with PALS and the clinical team.
Use initiative to resolve day-to-day operational problems and escalate issues when necessary.
Team Collaboration
Provide support to other administrators within the team, ensuring a cohesive and effective working environment.
Job description
Job responsibilities
Communication
Respond to calls and emails from adult service users, carers, and external professionals, ensuring accurate and timely communication.
Handle sensitive or complex queries with tact and professionalism, signposting to appropriate services as needed.
Patient Records
Maintain accurate patient records on RIO and other administrative systems, ensuring compliance with confidentiality and data protection standards.
Clinic Organisation
Support the setup of clinical sessions, ensuring smooth operations for the Adult ADHD team.
Distribute workload among clinical staff where necessary to optimise efficiency.
Problem-Solving
Address issues or complaints from service users in collaboration with PALS and the clinical team.
Use initiative to resolve day-to-day operational problems and escalate issues when necessary.
Team Collaboration
Provide support to other administrators within the team, ensuring a cohesive and effective working environment.
Person Specification
Education and Qualifications
Essential
- 5 GCSE's or equivalent including Maths and English
- NVQ Level 3 in Administration or equivalent experience.
Desirable
- Advanced IT Skills including proficiency in MS Office Package.
Experience
Desirable
- Previous Experience working within an NHS Administration Role
- Experience using RiO
- Proven ability to manage sensitive or confidential information appropriately
Skills, Abilities and Knowledge
Essential
- Excellent written and verbal communication skills
- Committed to maintaining confidentiality and GDPR guidelines.
Desirable
- Strong organisational skills with the ability to multitask and prioritise workloads.
- Knowledge of ADHD Pathways
- Ability to work within a team and independently when required.
- Adaptability and willingness to support various team members, including consultants and clinical staff.
- A proactive approach to problem solving.
Effort and Environment
Essential
- Ability to work on a Visual Display Unit for prolonged periods of time.
Desirable
- Able to walk up and down to Reception to support clients with queries and prescriptions
- To work in a busy office
Other Requirements
Desirable
- Ability to attend other sites when required.
- Knowledge of ADHD including lived experience.
Person Specification
Education and Qualifications
Essential
- 5 GCSE's or equivalent including Maths and English
- NVQ Level 3 in Administration or equivalent experience.
Desirable
- Advanced IT Skills including proficiency in MS Office Package.
Experience
Desirable
- Previous Experience working within an NHS Administration Role
- Experience using RiO
- Proven ability to manage sensitive or confidential information appropriately
Skills, Abilities and Knowledge
Essential
- Excellent written and verbal communication skills
- Committed to maintaining confidentiality and GDPR guidelines.
Desirable
- Strong organisational skills with the ability to multitask and prioritise workloads.
- Knowledge of ADHD Pathways
- Ability to work within a team and independently when required.
- Adaptability and willingness to support various team members, including consultants and clinical staff.
- A proactive approach to problem solving.
Effort and Environment
Essential
- Ability to work on a Visual Display Unit for prolonged periods of time.
Desirable
- Able to walk up and down to Reception to support clients with queries and prescriptions
- To work in a busy office
Other Requirements
Desirable
- Ability to attend other sites when required.
- Knowledge of ADHD including lived experience.
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).
