Job summary
Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.
A full-time vacancy has arisen within the Greenwich Older Adults Community Mental Health Team and we are looking for a motivated and enthusiastic individual to work closely with a multi professional mental health team. The successful candidate will be required to provide a comprehensive range of secretarial and administrative services, being able to work accurately and effectively using your own initiative or as part of a team.
To provide integrated and comprehensive secretarial and administrative support to the Consultant Psychiatrists, Community Mental Health Team & Greenwich Memory Service - working across both services.
A full-time vacancy has arisen within the Greenwich Older Adults Community Mental Health Team and we are looking for a motivated and enthusiastic individual to work closely with a multi professional mental health team. The successful candidate will be required to provide a comprehensive range of secretarial and administrative services, being able to work accurately and effectively using your own initiative or as part of a team.
To provide integrated and comprehensive secretarial and administrative support to the Consultant Psychiatrists, Community Mental Health Team & Greenwich Memory Service -working across both services.
Main duties of the job
We are looking to employ an individual that has the below listed knowledge and skills in the following areas:
- Knowledge and use of Rio
- Intermediate use of Microsoft Office Packages including Excel
- Operating all other office equipment
- 60 wpm typing speed
- Audio Typing
- 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
- Knowledge of Health and Safety
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 word processing for the provision of required reports, letters, summaries, etc. within the set standards
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders
- Processing referrals via email/NHS E-referrals
- Booking appointments and sending out letters via hybrid mail
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician.
- Use initiative in finding appropriate clinician for advice if required staff member is absent
- Implementing and maintaining effective communication systems with the team, locality, acute in-patient staff, GPs and service users
- Distribute/disseminate post as necessary
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties photocopying, scanning etc.
- Provide assistance to clinicians in troubleshooting computer issues.
- Booking of interpreter services to attend the locality or on the telephone
- Minute taking to take detailed notes for MDT meetings
- Scanning incoming correspondence and reports
- Messages left overnight on answer phone are retrieved and action appropriately
- Dealing with Incoming calls via telephone/emails accordingly
- Dealing with Incoming post and distributed in a timely manner
- Keep movement chart on all staff updated throughout the day
Job description
Job responsibilities
- Undertaking word processing for the provision of required reports, letters, summaries, etc. within the set standards
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders
- Processing referrals via email/NHS E-referrals
- Booking appointments and sending out letters via hybrid mail
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician.
- Use initiative in finding appropriate clinician for advice if required staff member is absent
- Implementing and maintaining effective communication systems with the team, locality, acute in-patient staff, GPs and service users
- Distribute/disseminate post as necessary
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties photocopying, scanning etc.
- Provide assistance to clinicians in troubleshooting computer issues.
- Booking of interpreter services to attend the locality or on the telephone
- Minute taking to take detailed notes for MDT meetings
- Scanning incoming correspondence and reports
- Messages left overnight on answer phone are retrieved and action appropriately
- Dealing with Incoming calls via telephone/emails accordingly
- Dealing with Incoming post and distributed in a timely manner
- Keep movement chart on all staff updated throughout the day
Person Specification
Education/Qualifications
Essential
- NVQ Level 3 or equivalent experience
Experience
Essential
- NHS experience or a similar organisation
- Minimum 2 years of administration work
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and Powerpoint
- Take and transcribe accurate formal minutes
Desirable
- Be able to efficiently operate/use office equipment and administration systems
Interpersonal Skills
Essential
- Ability to prioritise effectively with minimal support and have attention to detail
Person Specification
Education/Qualifications
Essential
- NVQ Level 3 or equivalent experience
Experience
Essential
- NHS experience or a similar organisation
- Minimum 2 years of administration work
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and Powerpoint
- Take and transcribe accurate formal minutes
Desirable
- Be able to efficiently operate/use office equipment and administration systems
Interpersonal Skills
Essential
- Ability to prioritise effectively with minimal support and have attention to detail
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).
Employer details
Employer name
Oxleas NHS Foundation Trust
Address
Greenwich Older Adults Community Mental Health Team
Memorial Hospital Shooter's Hill, London
Greenwich
SE18 3RG
Employer's website
http://oxleas.nhs.uk/ (Opens in a new tab)
