Job summary
Overview of the Post
- To support staff within the multi-disciplinary team, by providing efficient and effective secretarial and administrative duties.
- To be responsible for inputting data onto RIO as required.
- To ensure agreed processes and procedures are in place locally to support the team/service delivery in line with Trust policies and local guidelines.
- To service a variety of meetings as required which will require organisation and sometimes minute taking.
- Will be required to support the reception function to maintain a smooth running of Services.
- Will work closely with other admin colleagues to enable team working and effective cover arrangements.
Main duties of the job
Key Task and Responsibilities
- Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
- Works on own initiative with minimal supervision, with ability to ask for help when required. Manages and is able to prioritise workload.
- Responsible for liaising with staff within the team.
- Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
- Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
- Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
- Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
- Be actively maintaining data quality within RIO, including opening and closing of referrals.
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
Key Task and Responsibilities
- Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
- Works on own initiative with minimal supervision, with ability to ask for help when required. Manages and is able to prioritise workload.
- Responsible for liaising with staff within the team.
- Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
- Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
- Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
- Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
- Be actively maintaining data quality within RIO, including opening and closing of referrals.
Job description
Job responsibilities
Key Task and Responsibilities
- Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
- Works on own initiative with minimal supervision, with ability to ask for help when required. Manages and is able to prioritise workload.
- Responsible for liaising with staff within the team.
- Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
- Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
- Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
- Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
- Be actively maintaining data quality within RIO, including opening and closing of referrals.
Person Specification
Essential Criteria
Essential
- Educated to GCSE Level or Equivalent, including Maths and English, NVQ Level 3 or Equivalent experience
- Experience of Working in a secretarial job role
Experience
Essential
- Educated to GCSE level including English Language and Mathematics
- Experience of working within the NHS , Local Authority or a similar setting
Desirable
- Knowledge of working in the NHS or Local Authority or similar settings.
Desirable
Essential
- Knowledge/Experience of working in an NHS setting & or Local Authority service or similar
Person Specification
Essential Criteria
Essential
- Educated to GCSE Level or Equivalent, including Maths and English, NVQ Level 3 or Equivalent experience
- Experience of Working in a secretarial job role
Experience
Essential
- Educated to GCSE level including English Language and Mathematics
- Experience of working within the NHS , Local Authority or a similar setting
Desirable
- Knowledge of working in the NHS or Local Authority or similar settings.
Desirable
Essential
- Knowledge/Experience of working in an NHS setting & or Local Authority service or similar
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).
