Job summary
As a key member of the team, the post holder will provide administration support to the Mental Health Unit. The postholder will be based at Oaktree Lodge, Memorial Hospital, Shooters Hill, SE18 3RG.
Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.
Main duties of the job
Providing comprehensive day-to-day administrative support to services and teams, including diary and whereabouts management, meeting coordination, word processing, drafting reports and correspondence with guidance, minuting meetings, photocopying, email communication, and managing incoming and outgoing correspondence. Responsibilities also include booking appointments, maintaining filing systems, handling all incoming enquiries and calls, preparing for meetings and clinics, and ensuring effective information sharing across the service.
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
- Acting as the first point of contact to the team, listen, respond and relate to service users and all callers in a skilled manner in person and over the telephone, recognising when to escalate queries and concerns. At all times maintain confidentiality and discretion.
- Reviewing and monitoring reports and highlighting areas of concern to the Ward Manager and clinical team i.e. E-Meds, Clinically Ready for Discharge and Section 132 forms etc.
- Attending weekly business meeting, including taking of minutes for the team as required.
- Ordering stationery, equipment and supplies for the team and booking team training as required, liaising with the relevant suppliers using the Trust systems.
- Liaising with team members, other services and stakeholders and partners, service users and carers/families as necessary.
- Inputting of Helpdesk requests for catering, estates, etc. chasing up and monitoring to ensure requests are followed up.
- Providing day-to-day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance,minuting meetings, photocopying, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
- Maintaining accurate and up to date computer records including admissions and discharges using Trust Clinical Database (RiO).
- Assisting with induction of new staff.
Job description
Job responsibilities
- Acting as the first point of contact to the team, listen, respond and relate to service users and all callers in a skilled manner in person and over the telephone, recognising when to escalate queries and concerns. At all times maintain confidentiality and discretion.
- Reviewing and monitoring reports and highlighting areas of concern to the Ward Manager and clinical team i.e. E-Meds, Clinically Ready for Discharge and Section 132 forms etc.
- Attending weekly business meeting, including taking of minutes for the team as required.
- Ordering stationery, equipment and supplies for the team and booking team training as required, liaising with the relevant suppliers using the Trust systems.
- Liaising with team members, other services and stakeholders and partners, service users and carers/families as necessary.
- Inputting of Helpdesk requests for catering, estates, etc. chasing up and monitoring to ensure requests are followed up.
- Providing day-to-day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance,minuting meetings, photocopying, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
- Maintaining accurate and up to date computer records including admissions and discharges using Trust Clinical Database (RiO).
- Assisting with induction of new staff.
Person Specification
Education/Experience
Essential
- Administrative experience within the NHS
Desirable
- Administrative experience in a healthcare setting
Skills/Abilities
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Maintain and implement efficient administration and filing/record systems
- Take and transcribe accurate formal minutes
Desirable
- Ability to deal with non-routine administrative queries and escalate issues appropriately
Communication
Essential
- Ability to communicate professionally and clearly with both clients, their carers & colleagues
- Ability to prioritise effectively with minimal support and communicate any issues as required
Desirable
- Communicates in a way that supports positive working relationships and team collaboration
Emotional Effort
Essential
- Occasionally will have to deal with distressing situations. Able to accept constructive criticism and remain self-aware
- Ability to adapt quickly and respond to ad hoc tasks as required
Desirable
- Willingness to learn new processes and systems
Person Specification
Education/Experience
Essential
- Administrative experience within the NHS
Desirable
- Administrative experience in a healthcare setting
Skills/Abilities
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Maintain and implement efficient administration and filing/record systems
- Take and transcribe accurate formal minutes
Desirable
- Ability to deal with non-routine administrative queries and escalate issues appropriately
Communication
Essential
- Ability to communicate professionally and clearly with both clients, their carers & colleagues
- Ability to prioritise effectively with minimal support and communicate any issues as required
Desirable
- Communicates in a way that supports positive working relationships and team collaboration
Emotional Effort
Essential
- Occasionally will have to deal with distressing situations. Able to accept constructive criticism and remain self-aware
- Ability to adapt quickly and respond to ad hoc tasks as required
Desirable
- Willingness to learn new processes and systems
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).
