Job summary
The role is maternity cover as team administrator to the psychological therapies team within the Forensics and Offender Healthcare Directorate, Oxleas NHS Foundation Trust. The Bracton Centre, where the role is based, is a central part of the directorate, providing mental health support in a medium secure service. The role also includes contact with psychological therapists working in other locations in the Directorate.
The role includes administrative support to the psychological therapies team and acting as the administrator for the forensics inpatient referrals, which is chaired by a psychologist.
The Psychological Therapies team is warm and friendly, whilst also being dynamic and innovative. The postholder will provide a high quality administrative service to psychological therapies, using independent judgement, working proactively without direct supervision and prioritising workload using own initiative, involving a commensurate degree of accountability.
Main duties of the job
- Undertaking audio/copy typing support.
- Supporting administrative tasks for newly recruited team members.
- Acting as the first point of contact for referrals from the South London Partnership of mental health NHS Trusts, prisons, courts, mental health community teams and other personnel.
- Responsibility for reporting of any issues around facilities or maintenance problems to relevant bodies.
- Taking bookings for meeting rooms within Forensic Directorate.
- Ordering of stationery and equipment as required, monitoring, receiving and storing goods and ensuring that relevant documentation is prepared and completed by budget holder.
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 G2 audio and copy typing support to the team for the provision of
- Reports for tribunals
- General correspondence
- Assessments
- Outpatient appointments
- MOJ paperwork including ASR (annual statutory reports) and leave request for restricted patients, Section 12 reports as part of SLA with Bromley all of which may consist of distressing information.
- Acting as the first point of contact for emails and telephone calls from NHS services, prisons, courts, Ministry of Justice and other agencies, bearing in mind patient confidentiality, ensuring urgent matters are brought to the attention of the Consultant or MDT in a timely manner. Due to the nature of the client group, the postholder may need to deal with hostile and difficult telephone calls.
- Responsible for devising and implementing a process whereby required information for targets is collated.
- Facilitating the referral process by setting up referral meetings, taking and typing up of notes and updating relevant clinical records Facilitating this process includes ensuring required information is in place, chasing referrer eg NHS services, prisons, courts, police and social services for missing information and logging onto and updating RiO before and after the meeting.
- Creating, updating and maintaining data logs as required.
- To act as local RiO champion being the first point of contact for queries around use of RiO. To take part in local induction and update new staff in local/directorate use of RiO
- Access Court Diversion link in regards to new referrals. Recording referral requests, checking information for catchment area, updating and requesting information where necessary. Pass relevant requests to be processed in referrals.
- Be a part of induction process ensuring new staff are aware of admin procedures and processes and providing local induction on use of RiO
- Act as first point of contact to psychological therapies team for problems and queries on word packages and RiO
- Taking responsibility for reporting of any issues around facilities or maintenance problems for Teambase to relevant bodies eg Rydons/Norlands
- Provide administrative support, as required, to psychological therapies team including some department wide responsibilities e.g. taking minutes for speciality meeting, room bookings and supporting invoice processes, general correspondence.
- Administrative support to the local inpatient team to include diary management, organising meetings, printing off documents for meetings, general correspondence.
- Implement and maintain effective patient and team filing systems, ensuring that patient records are kept safe, confidential, up-to-date and accessible and comply with Trust policies including scanning of documentation onto RiO
- Organising prison visits as necessary.
- Deal with incoming post and distribute, ensuring actions, dates of meetings and other relevant information is processed as appropriate.
- Complying with the requirements of the Data Protection Act, Access to Health Records Act, legislation issued in relation to confidential data and the Health & Safety Act in relation to equipment and personal responsibility.
- Supporting directorate/department meetings, e.g.:
- Referrals meeting
- Psychological therapies meetings
- Urgent directorate meetings
ensuring that:
- agendas are prepared and sent out together with relevant supporting paperwork
- invites are sent out in a timely fashion
- minutes/notes of meetings are taken, and accurately transcribed in a timely manner and distributed accordingly
- rooms and refreshments are booked in advance and delegates are notified
- Attending and taking minutes of other Directorate meetings as required and accurately transcribe and distribute minutes.
- Provide cover for psychiatric/psychology team administrators as required during annual leave and sickness.
- Taking bookings for meeting rooms within Forensic Directorate for Trustwide staff.
- Ordering of stationery and equipment as required, monitoring, receiving and storing goods and ensuring that relevant documentation is prepared and completed by budgetholder.
- Assist in the administration and co-ordination of MHA Tribunals for patients with the clinical team. Setting up dates for tribunal, booking rooms, ensuring RiO up to date, type up report, printing and photocopying paperwork for tribunal.
- Ability to work independently and manage own workload, prioritising work to ensure that urgent matters are dealt with in a timely manner.
- To comply with changes in meeting the Trusts targets in respect of our data recording which may be altered by our commissioners and other service demands
- To provide admin support for your allocated team.
- To adopt and implement new ways of working as a result of organisational change.
Job description
Job responsibilities
- Undertaking G2 audio and copy typing support to the team for the provision of
- Reports for tribunals
- General correspondence
- Assessments
- Outpatient appointments
- MOJ paperwork including ASR (annual statutory reports) and leave request for restricted patients, Section 12 reports as part of SLA with Bromley all of which may consist of distressing information.
- Acting as the first point of contact for emails and telephone calls from NHS services, prisons, courts, Ministry of Justice and other agencies, bearing in mind patient confidentiality, ensuring urgent matters are brought to the attention of the Consultant or MDT in a timely manner. Due to the nature of the client group, the postholder may need to deal with hostile and difficult telephone calls.
- Responsible for devising and implementing a process whereby required information for targets is collated.
- Facilitating the referral process by setting up referral meetings, taking and typing up of notes and updating relevant clinical records Facilitating this process includes ensuring required information is in place, chasing referrer eg NHS services, prisons, courts, police and social services for missing information and logging onto and updating RiO before and after the meeting.
- Creating, updating and maintaining data logs as required.
- To act as local RiO champion being the first point of contact for queries around use of RiO. To take part in local induction and update new staff in local/directorate use of RiO
- Access Court Diversion link in regards to new referrals. Recording referral requests, checking information for catchment area, updating and requesting information where necessary. Pass relevant requests to be processed in referrals.
- Be a part of induction process ensuring new staff are aware of admin procedures and processes and providing local induction on use of RiO
- Act as first point of contact to psychological therapies team for problems and queries on word packages and RiO
- Taking responsibility for reporting of any issues around facilities or maintenance problems for Teambase to relevant bodies eg Rydons/Norlands
- Provide administrative support, as required, to psychological therapies team including some department wide responsibilities e.g. taking minutes for speciality meeting, room bookings and supporting invoice processes, general correspondence.
- Administrative support to the local inpatient team to include diary management, organising meetings, printing off documents for meetings, general correspondence.
- Implement and maintain effective patient and team filing systems, ensuring that patient records are kept safe, confidential, up-to-date and accessible and comply with Trust policies including scanning of documentation onto RiO
- Organising prison visits as necessary.
- Deal with incoming post and distribute, ensuring actions, dates of meetings and other relevant information is processed as appropriate.
- Complying with the requirements of the Data Protection Act, Access to Health Records Act, legislation issued in relation to confidential data and the Health & Safety Act in relation to equipment and personal responsibility.
- Supporting directorate/department meetings, e.g.:
- Referrals meeting
- Psychological therapies meetings
- Urgent directorate meetings
ensuring that:
- agendas are prepared and sent out together with relevant supporting paperwork
- invites are sent out in a timely fashion
- minutes/notes of meetings are taken, and accurately transcribed in a timely manner and distributed accordingly
- rooms and refreshments are booked in advance and delegates are notified
- Attending and taking minutes of other Directorate meetings as required and accurately transcribe and distribute minutes.
- Provide cover for psychiatric/psychology team administrators as required during annual leave and sickness.
- Taking bookings for meeting rooms within Forensic Directorate for Trustwide staff.
- Ordering of stationery and equipment as required, monitoring, receiving and storing goods and ensuring that relevant documentation is prepared and completed by budgetholder.
- Assist in the administration and co-ordination of MHA Tribunals for patients with the clinical team. Setting up dates for tribunal, booking rooms, ensuring RiO up to date, type up report, printing and photocopying paperwork for tribunal.
- Ability to work independently and manage own workload, prioritising work to ensure that urgent matters are dealt with in a timely manner.
- To comply with changes in meeting the Trusts targets in respect of our data recording which may be altered by our commissioners and other service demands
- To provide admin support for your allocated team.
- To adopt and implement new ways of working as a result of organisational change.
Person Specification
Education, Qualifications and Experience
Essential
- GCSE English Language or equivalent
- RSA Typing Stage II or equivalent
Minimum 2 years' secretarial experience
Desirable
- Minimum 2 years' secretarial experience
Interpersonal skill
Essential
- Ability to work in stressful, challenging situations
- Ability to prioritise workload, multitask and remain professional
- Working relationships with staff in a variety of different roles
Person Specification
Education, Qualifications and Experience
Essential
- GCSE English Language or equivalent
- RSA Typing Stage II or equivalent
Minimum 2 years' secretarial experience
Desirable
- Minimum 2 years' secretarial experience
Interpersonal skill
Essential
- Ability to work in stressful, challenging situations
- Ability to prioritise workload, multitask and remain professional
- Working relationships with staff in a variety of different roles
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).
