Administrative and Clerical Officer (Floater)

Job description

Job responsibilities

To provide an administrative and clerical service to the District Nursing team(s), opening, sorting and distribution of post and any relevant correspondence.

Processing new referrals and information, recording appropriate data using the Oxleas RiO system to its full functionality for the service. Preparation of information for example, client files, letters, reports, in line with local policies and procedures.

To collate, photocopy and distribute reports and other relevant information for example, G.P.s, internal/external agencies. To book appointments, meetings, rooms and interpreter services as required.

To collate agenda items, take minutes at team meetings and distribute information to team members as requested.

To liaise with internal and external agencies, for example, Contracted Services, IT department on behalf of the team to facilitate the resolution problems related to equipment used by the team, for example computer, printer, photocopier, telephone, internet access and so on as requested.

To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.

To participate in the organisation and coordination of study days or training.

To support the Manager to maintain records relating to study leave, sickness and annual leave submitting statistics on a monthly basis using Healthroster.

Establish and maintain effective working relationships with clients, carers, the general public and all other staff working internally and externally to the trust.

To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users in the local borough.

Liaise with clients, carers, care homes, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments.

Ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies.

To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating on-going and efficient processes within the Service as required.

To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested.

To support with the ordering of equipment and medical supplies as directed by the team and Manager.

To maintain an efficient filing and discharge system to facilitate the efficient case management for the team to include archiving files according to Trust policy.

To type updated guidelines/local policies and procedures as requested by the Manager.

Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.

To lead on and undertake other office duties relating to estate queries. To book venues for meetings and organise refreshments as requested.

To ensure issues regarding Health and Safety risk management or associated policies and guidelines, are reported to the Team Lead.

Person Specification

Education/Qualifications

Essential

• Education to GCSE/CSE level C and above RSA II /City & Guilds Qualification in typing/administration or NVQ Level 3 or Equivalent experience

Experience

Essential

• 2 years' experience of working in an Office environment. Experience of working with public.

Skills/Abilities/Knowledge

Essential

• oComputer literacy - Intermediate use of Microsoft Office packages including Excel. oKnowledge and use of RiO oCommunication and relationship skills Clear and fluent level of written and verbal communication oWorks autonomously. oKnowledge of data protection and confidentiality oInterpersonal skills oAnalytical and judgemental skills oPlanning and organisational oAdmin/clerical skills Knowledge of standards of filing systems and data storage systems electronic and paper oFreedom to act oPhysical 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.

Certificate of Sponsorship

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).

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

All Greenwich DN Bases

Greenwich

SE18 3RG

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)