Job summary
Important Sponsorship Information for this post: Due to service budget restrictions we are currently unable to offer a certificate of sponsorship for this post.
This role is a hybrid role of a team administrator and supporting the rest of the Tobacco Dependency Team (TDT) to run patient groups in our three main sites.
To assist in the delivery of high-quality tobacco dependency treatment to patients during their inpatient stay and post discharge in support of the Tobacco Dependency Team (TDT) and the wider multidisciplinary team.
To undertake patient focused health promotion activities and programmes and support the administration of the TDT. This will include managing patient referrals and various patient logs, caseloads as well as support with data collection and submission.
Main duties of the job
Delivering an efficient and effective administrative support to the Bexley, Bromley and Greenwich TDT inpatient service and support the team with ordering supplies, maintaining stocks and supporting the team and patients in our educational peer support groups and health promotion in tobacco dependency. Booking of appointments across multiple sites and maintaining clinicians' RiO diaries, processing new referrals and information, recording of appropriate data using the Oxleas RiO electronic system to its full functionality for the service. Support routine data collection as part of quality monitoring systems. Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking, updating and analysing electronic clinical records (RiO) data before submission to the NHS England every 15th of each month.
Train as a Stop Smoking Practitioner and help facilitate group sessions, supporting people to make healthy lifestyle changes and improve their lifestyles, mental and physical wellbeing. Work together with Tobacco Dependency Advisors to support patients maintain abstinence during hospital stay and attempting to stop smoking whilst in hospital and post discharge.
Maintain patient vape stocks on wards, educate patients and staff in managing them.
Work flexibly across the three main sites of Bexley, Greenwich and Bromley and occasionally at other community hubs or sites as required
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
- Delivering an efficient and effective administrative support to the Bexley, Bromley and Greenwich TDT inpatient service and support the team with ordering supplies, maintaining stocks and supporting the team and patients in our educational peer support groups and health promotion in tobacco dependency.
- Booking of appointments across multiple sites and maintaining clinicians RiO diaries.
- Processing new referrals and information, recording of appropriate data using the Oxleas RiO electronic system to its full functionality for the service.
- Undertaking word processing for the provision of required reports, and letters in line with local policies and procedures.
- Support routine data collection as part of quality monitoring systems.
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- To collate agenda items, take minutes for team meetings and distribute information to team members as requested.
- Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking, updating and analysing electronic clinical records (RiO) data before submission to the NHS England every 15th of each month.
- Booking of interpreter services as required
- Adhering to all organisational policies, procedures, and guidelines.
- Undertaking any training requirements to enhance the job role and as directed by own personal development review.
- Train as a Stop Smoking Practitioner and help facilitate group sessions, supporting people to make healthy lifestyle changes and improve their lifestyles, mental and physical wellbeing.
- Work together with Tobacco Dependency Advisors to support patients maintain abstinence during hospital stay and attempting to stop smoking whilst in hospital and post discharge.
- Maintain patient vape stocks on wards, educate patients and staff in managing them.
- Work flexibly across the three main sites of Bexley, Greenwich and Bromley and occasionally at other community hubs or sites as required.
- Undertaking any other jobs/tasks as discussed with your Manager.
Management responsibilities
- Manage own workload, prioritising as necessary according to the needs of the service. Use initiative and be able to work with minimal supervision
- Manage referrals ensuring timelines are adhered to
- Assist in ensuring an adequate supply of stationery and equipment is available and equipment is maintained.
Leadership
- To provide training support in admin processes, data collection/input, and IT developments, particularly to new members to the team.
- Influence and contribute to the development of the TDT.
- Support the wider MDT in education of the role of tobacco dependency in recovery of mental illness.
Communication
- Implementing and maintaining effective communication systems with team, crisis teams, acute in-patient staff and community staff across the trust., GPs, other outside agencies and service users.
- Communicate and liaise verbally and in writing between clients, carers, visitors, suppliers, and other personnel within an outside of the trust.
- Interpret and respond clearly and effectively to spoken requests over the phone or in person and to written or verbal instructions where there are often barriers to communication.
- Answer phone calls and maintain a response rate according to local guidelines and log information received on calls to the department in order to maintain an accurate record.
- Any other duties appropriate to the role and level that may be requested from time to time.
Job description
Job responsibilities
- Delivering an efficient and effective administrative support to the Bexley, Bromley and Greenwich TDT inpatient service and support the team with ordering supplies, maintaining stocks and supporting the team and patients in our educational peer support groups and health promotion in tobacco dependency.
- Booking of appointments across multiple sites and maintaining clinicians RiO diaries.
- Processing new referrals and information, recording of appropriate data using the Oxleas RiO electronic system to its full functionality for the service.
- Undertaking word processing for the provision of required reports, and letters in line with local policies and procedures.
- Support routine data collection as part of quality monitoring systems.
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- To collate agenda items, take minutes for team meetings and distribute information to team members as requested.
- Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking, updating and analysing electronic clinical records (RiO) data before submission to the NHS England every 15th of each month.
- Booking of interpreter services as required
- Adhering to all organisational policies, procedures, and guidelines.
- Undertaking any training requirements to enhance the job role and as directed by own personal development review.
- Train as a Stop Smoking Practitioner and help facilitate group sessions, supporting people to make healthy lifestyle changes and improve their lifestyles, mental and physical wellbeing.
- Work together with Tobacco Dependency Advisors to support patients maintain abstinence during hospital stay and attempting to stop smoking whilst in hospital and post discharge.
- Maintain patient vape stocks on wards, educate patients and staff in managing them.
- Work flexibly across the three main sites of Bexley, Greenwich and Bromley and occasionally at other community hubs or sites as required.
- Undertaking any other jobs/tasks as discussed with your Manager.
Management responsibilities
- Manage own workload, prioritising as necessary according to the needs of the service. Use initiative and be able to work with minimal supervision
- Manage referrals ensuring timelines are adhered to
- Assist in ensuring an adequate supply of stationery and equipment is available and equipment is maintained.
Leadership
- To provide training support in admin processes, data collection/input, and IT developments, particularly to new members to the team.
- Influence and contribute to the development of the TDT.
- Support the wider MDT in education of the role of tobacco dependency in recovery of mental illness.
Communication
- Implementing and maintaining effective communication systems with team, crisis teams, acute in-patient staff and community staff across the trust., GPs, other outside agencies and service users.
- Communicate and liaise verbally and in writing between clients, carers, visitors, suppliers, and other personnel within an outside of the trust.
- Interpret and respond clearly and effectively to spoken requests over the phone or in person and to written or verbal instructions where there are often barriers to communication.
- Answer phone calls and maintain a response rate according to local guidelines and log information received on calls to the department in order to maintain an accurate record.
- Any other duties appropriate to the role and level that may be requested from time to time.
Person Specification
Education/ Qualifications
Essential
- Vocational level 3 training in Health/ Social Care/ A-level or equivalent work experience
- Stop smoking practitioner training or ability to undertake whilst in the role
Desirable
- Any Public Health related learning undertaken
Experience
Essential
- NHS or similar large organization experience
Desirable
- Experience in public health or tobacco dependency
Skills/ Abilities/ Knowledge
Essential
- Able to effectively communicate in English both verbally and in writing. This will mean that you can take part in conversations with patients and colleagues, expressing yourself in fluent English and have no difficulty in making yourself understood
- Excellent interpersonal skills
- Able to promote good working relationships with colleagues
- Willingness to work with a degree of flexibility and adaptability
Desirable
- Previous experience in working with groups as an educator
Office Skills/ Computer
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Be able to efficiently operate/use office equipment and administration systems
Effort and Environment
Essential
- Ability to undertake manual handling of stock and equipment
- Daily use of a computer to input data and prepare documents
- Maintain a sitting position for long periods of time
- Day-to-day contact with patients
- Able to concentrate on the undertaking of minutes in meetings
Desirable
- oFrequent interruptions during work such as, phone calls, patients/relatives or responding to queries from colleagues
Emotional effort
Essential
- Receiving/ making phone calls from/ to patients/carers possibly with challenging/aggressive verbal behaviour or who may be very distressed
- Ability to always cope and maintain calmness and professional boundaries
Working conditions
Essential
- Be able to work with diversity and cope with pressurized working
Person Specification
Education/ Qualifications
Essential
- Vocational level 3 training in Health/ Social Care/ A-level or equivalent work experience
- Stop smoking practitioner training or ability to undertake whilst in the role
Desirable
- Any Public Health related learning undertaken
Experience
Essential
- NHS or similar large organization experience
Desirable
- Experience in public health or tobacco dependency
Skills/ Abilities/ Knowledge
Essential
- Able to effectively communicate in English both verbally and in writing. This will mean that you can take part in conversations with patients and colleagues, expressing yourself in fluent English and have no difficulty in making yourself understood
- Excellent interpersonal skills
- Able to promote good working relationships with colleagues
- Willingness to work with a degree of flexibility and adaptability
Desirable
- Previous experience in working with groups as an educator
Office Skills/ Computer
Essential
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
- Be able to efficiently operate/use office equipment and administration systems
Effort and Environment
Essential
- Ability to undertake manual handling of stock and equipment
- Daily use of a computer to input data and prepare documents
- Maintain a sitting position for long periods of time
- Day-to-day contact with patients
- Able to concentrate on the undertaking of minutes in meetings
Desirable
- oFrequent interruptions during work such as, phone calls, patients/relatives or responding to queries from colleagues
Emotional effort
Essential
- Receiving/ making phone calls from/ to patients/carers possibly with challenging/aggressive verbal behaviour or who may be very distressed
- Ability to always cope and maintain calmness and professional boundaries
Working conditions
Essential
- Be able to work with diversity and cope with pressurized working
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).
