Job summary
To provide comprehensive administrative and secretarial support to the multi-disciplinary team, including the ward manager and clinicians within Holbrook Ward.
Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.
Main duties of the job
The role involves answering incoming calls and handling enquiries, ensuring that messages are accurately and promptly passed on.
The postholder should be able to organise meetings, take meeting minutes and communicate effectively and professionally to a wide range of service users and professionals.
Undertaking any other duties required to ensure the smooth running of the service.
Experience of using Rio would be an advantage although full training will be given to the successful applicant.
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
- Using IT packages including Word and Excel, Internet, Email and internal databases
- Ability to prioritise and manage client enquiries in a courteous and professional manner
- To deliver a high-quality comprehensive administration support to Holbrook Ward whilst prioritising a busy workload
- Distribute/disseminate post as necessary
- Using Hybrid Mail, ensuring correspondence to GPs and service users are sent in a timely manner
- Ordering office supplies as required
- Assist clinicians in troubleshooting computer issues
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately and ensuring messages are passed to the relevant clinician
- Organising meeting and taking minutes
- Ensuring visitors to the base are welcomed in a professional and courteous manner and ensuring appropriate direction to the relevant personnel is provided
- Booking of interpreter services to attend the unit
- Undertaking any other duties required to ensure the smooth running of the service
Job description
Job responsibilities
- Using IT packages including Word and Excel, Internet, Email and internal databases
- Ability to prioritise and manage client enquiries in a courteous and professional manner
- To deliver a high-quality comprehensive administration support to Holbrook Ward whilst prioritising a busy workload
- Distribute/disseminate post as necessary
- Using Hybrid Mail, ensuring correspondence to GPs and service users are sent in a timely manner
- Ordering office supplies as required
- Assist clinicians in troubleshooting computer issues
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately and ensuring messages are passed to the relevant clinician
- Organising meeting and taking minutes
- Ensuring visitors to the base are welcomed in a professional and courteous manner and ensuring appropriate direction to the relevant personnel is provided
- Booking of interpreter services to attend the unit
- Undertaking any other duties required to ensure the smooth running of the service
Person Specification
Experience
Essential
- Minimum of 2 years administration experience within the NHS or similar organisation
Skills/Abilities
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Take and transcribe accurate formal minutes
- Maintain and implement efficient administration and filing/record systems
Communication/Organisational Skills
Essential
- Ability to communicate professionally and effectively with both clients, carers & colleagues
- Good organisational skills and ability to prioritise effectively with minimal support
Environment
Essential
- Occasionally will have to deal with distressing situations. Able to accept constructive criticism and remain self-aware
Desirable
- Ability to work in a dynamic environment
Person Specification
Experience
Essential
- Minimum of 2 years administration experience within the NHS or similar organisation
Skills/Abilities
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Take and transcribe accurate formal minutes
- Maintain and implement efficient administration and filing/record systems
Communication/Organisational Skills
Essential
- Ability to communicate professionally and effectively with both clients, carers & colleagues
- Good organisational skills and ability to prioritise effectively with minimal support
Environment
Essential
- Occasionally will have to deal with distressing situations. Able to accept constructive criticism and remain self-aware
Desirable
- Ability to work in a dynamic environment
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).
