Administrative and Clerical Officer

Job description

Job responsibilities

Key Task and Responsibilities

To provide an administrative and clerical service to the service, 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 support the reception service of the Hub, including dealing with telephone queries from the public and other professionals

To collate agenda items, take minutes of service related meetings and distribute information as requested

To liaise with internal and external agencies, for example, Contracted Services, IT department on behalf of the service 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, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments, booking transport.

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

Receiving and processing patient referrals from the Patient Flow and Community Team as required. Support with discharge of clients from the service ensuring discharge notification and referrals to other teams / external agencies are processed appropriately and in a timely manner.

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

To have oversight of the schedule for the building and manage room bookings in the Hub and communicate any concerns to the manager.

Person Specification

IT or Computer Literate - competent with a range of IT packages

Essential

• Worked in healthcare admin setting before and competently

Desirable

• Worked in NHS admin setting before with knowledge and use of Rio

Administrative duties

Essential

• Worked in admin capacity for at least 2 years, using IT packages

Desirable

• uses a range of computer programmes with ease including excel spreadsheet

Communication

Essential

• Demonstrate excellent team work and communication skills

Desirable

• Demonstrate communication 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

Horn Park Health Hub

65 Sibthorpe Road

Royal Borough of Geenwich

SE12 9DN

Employer's website

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