Job summary
To support staff both the CAMHS Crisis & DBT Teams, by providing efficient and effective secretarial/administrative duties.
You will be responsible for opening referrals and ensuring that these are dealt with in the required timeframe by liaising with the respective Team's seniors. Attending daily Triage & Screening meetings where you will be required to support with administrative tasks.
In addition to the above, you will act as the first point of contact for the Service ensuring all queries are dealt with both professionally and within a timely manner.
Main duties of the job
- Opening/closing referrals within RIO.
- 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 minute taking.
- You will be responsible for answering & responding to telephone calls/emails
- Work closely with other admin colleagues to enable team working and effective cover arrangements are in place.
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
- Responsible for the upkeep of clinician's caseloads,
- Responsible for e-mailing and filtering of all incoming enquiries and draft responses accordingly
- Work on your own initiative with minimal supervision, with ability to ask for help when required.
- Manage and 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.
- Ensure 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 gather information, inputs and updates RIO data for audit returns manually or electronically if asked to do so
- Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages
- Actively maintain data quality within RiO
- Contribute ideas to improve efficiency and effectiveness of administrative processes across the Service
- Responsible for booking future appointments where necessary and highlighting any problems e.g. passing on information regarding changes to appointments and DNAs and any specific questions raised by patients etc.
- Responsible for ordering stationery for the team
- Post-holder will be required to interact with different stakeholders, liaise with patients on a daily basis, schedule appointments and organise changes to appointments.
- As the first point of contact to the team, post-holder must have experience and ability to relate to patients in a calm manner when they contact the team via telephone and recognise when to escalate queries for appropriate response.
- The team can be extremely challenging and busy at times; the post-holder will be required to be both flexible and adaptable and able to work under pressure occasionally.
- Some of the work that the post-holder may have to deal with could be of a sensitive nature and therefore discretion and confidentiality is an essential skill that is required.
Job description
Job responsibilities
- Responsible for the upkeep of clinician's caseloads,
- Responsible for e-mailing and filtering of all incoming enquiries and draft responses accordingly
- Work on your own initiative with minimal supervision, with ability to ask for help when required.
- Manage and 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.
- Ensure 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 gather information, inputs and updates RIO data for audit returns manually or electronically if asked to do so
- Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages
- Actively maintain data quality within RiO
- Contribute ideas to improve efficiency and effectiveness of administrative processes across the Service
- Responsible for booking future appointments where necessary and highlighting any problems e.g. passing on information regarding changes to appointments and DNAs and any specific questions raised by patients etc.
- Responsible for ordering stationery for the team
- Post-holder will be required to interact with different stakeholders, liaise with patients on a daily basis, schedule appointments and organise changes to appointments.
- As the first point of contact to the team, post-holder must have experience and ability to relate to patients in a calm manner when they contact the team via telephone and recognise when to escalate queries for appropriate response.
- The team can be extremely challenging and busy at times; the post-holder will be required to be both flexible and adaptable and able to work under pressure occasionally.
- Some of the work that the post-holder may have to deal with could be of a sensitive nature and therefore discretion and confidentiality is an essential skill that is required.
Person Specification
Education
Essential
- Educated to GCSE or Equivalent
Education
Essential
- NVQ Level 3 or Equivalent Experience
Experience
Essential
- 3 Yrs Previous Secretarial/Administrative Role
Experience
Essential
- 3 Yrs Experience of Working within NHS or Health Care Setting
Knowledge
Essential
Person Specification
Education
Essential
- Educated to GCSE or Equivalent
Education
Essential
- NVQ Level 3 or Equivalent Experience
Experience
Essential
- 3 Yrs Previous Secretarial/Administrative Role
Experience
Essential
- 3 Yrs Experience of Working within NHS or Health Care Setting
Knowledge
Essential
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).
