Job summary
To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team in developing their self-directed support plans/homecare packages and residential packages for clients using a person centre approach and good interpersonal, communication and negotiation skills. You will also be assisting staff members to assemble and contract with the right services to meet their client's needs and outcomes following individuals being allocated a budget, after an assessment of their needs for Homecare/Residential packages. The role will include the organisation of filing systems and service users' records and competent keyboard skills. To liaise with external agencies as required.
Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.
Main duties of the job
Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:
- Preparing reports, letters, and summaries to required standards.
- Using RIO to record and retrieve service user and caseload information.
- Maintaining secure, up-to-date filing systems for service user records.
- Handling calls and enquiries professionally, ensuring accurate message recording and appropriate follow-up.
- Supporting effective communication with teams, clinicians, GPs, and service users.
- Managing incoming/outgoing post and archived electronic files.
- Processing Data Protection requests promptly and accurately.
- Performing general administrative tasks (photocopying, scanning, etc.) and assisting clinicians with ad hoc needs.
- Booking interpreter services for appointments or calls.
- Attending multidisciplinary meetings and taking minutes.
- Uploading correspondence and clinical results to RIO using correct naming conventions.
Providing cover for colleagues during absence, including reception duties:
- Distributing messages and calls appropriately.
- Welcoming visitors professionally.
- Sorting and uploading post promptly.
- Updating staff movement charts throughout the day.
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
Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:
- 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
- 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 team, locality, acute in-patient staff, GPs and service users.
- Distribute/disseminate post as necessary.
- Undertake retrieval (via Windip) of electronic clinical files that have been archived.
- 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 with any ad hoc tasks.
- Booking of interpreter services to attend the locality or support clinician's telephone bookings.
- To attend regular multi-disciplinary meetings which will include minute taking.
- Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:
-
- Messages left overnight on answer phone are distributed appropriately.
-
- Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
-
- Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided.
-
- Incoming post is sorted/distributed and uploaded to Rio in a timely manner.
-
- Keep movement chart on all staff updated throughout the day.
Job description
Job responsibilities
Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:
- 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
- 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 team, locality, acute in-patient staff, GPs and service users.
- Distribute/disseminate post as necessary.
- Undertake retrieval (via Windip) of electronic clinical files that have been archived.
- 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 with any ad hoc tasks.
- Booking of interpreter services to attend the locality or support clinician's telephone bookings.
- To attend regular multi-disciplinary meetings which will include minute taking.
- Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:
-
- Messages left overnight on answer phone are distributed appropriately.
-
- Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
-
- Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided.
-
- Incoming post is sorted/distributed and uploaded to Rio in a timely manner.
-
- Keep movement chart on all staff updated throughout the day.
Person Specification
Experience
Essential
- NHS/Experience or a similar large organisation
- Minimum 2 years of secretarial work or similar experience
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Take and transcribe accurate formal minutes
- Use of RIO to record and retrieve information
- Excellent written and verbal communications skills
Desirable
- Excellent written and verbal communications skills
Communication
Essential
- Excellent communicator at all levels within the organisation
- Team player
Desirable
- Be able to promote a good working relationship with colleagues.
Interpersonal Skills
Essential
- Ability to prioritise effectively with minimal support.
- Willingness to work with a degree of flexibility and adaptability.
Desirable
- Independent working required, along with the ability to deal with queries which may sometimes not be routine.
Person Specification
Experience
Essential
- NHS/Experience or a similar large organisation
- Minimum 2 years of secretarial work or similar experience
Skills/Abilities/Knowledge
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Take and transcribe accurate formal minutes
- Use of RIO to record and retrieve information
- Excellent written and verbal communications skills
Desirable
- Excellent written and verbal communications skills
Communication
Essential
- Excellent communicator at all levels within the organisation
- Team player
Desirable
- Be able to promote a good working relationship with colleagues.
Interpersonal Skills
Essential
- Ability to prioritise effectively with minimal support.
- Willingness to work with a degree of flexibility and adaptability.
Desirable
- Independent working required, along with the ability to deal with queries which may sometimes not be routine.
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).
