Job summary
- Main area
- Team Administrator
- Grade
- Band 2
- Contract
- Permanent
- Hours
- 37.5 hours per week (Full time role - 37.5 hours, shift times 8-4 and 10-6 and will include will include weekend working)
- Job ref
- 277-6313956-CPH-A
- Employer
- Oxleas NHS Foundation Trust
- Employer type
- NHS
- Site
- Goldie Leigh
- Town
- Abbeywood
- Salary
- £26,696 pa inc
- Salary period
- Yearly
- Closing
- 07/07/2024 23:59
Employer heading
Administrative and Clerical Officer (SPA)
Band 2
Job overview
Administrative and Clerical Officer, Band 2
Permanent, Full-time: 37.5 hours per week
Shifts are 8-4 or 10-6 and will be a mixture of both to cover operational hours including weekends
Greenwich Adult Single Point of Access Team, Goldie Leigh, Abbeywood
This post is within an administration team providing a Single Point of Access support for Adult Community Services.
As an administrator, you will be required to participate in call centre duties liaising with service users and health care professionals, with the expectation to resolve and deal with the call.
This is a varied role creating referrals, taking messages/dealing with queries, scanning documents, uploading them to the RIO system, sending out reports, scanning and electronically distributing post, data inputting and carrying out routine administration duties.
Main duties of the job
Postholder will liaise other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments
To respond to incoming calls and emails and deal with enquiries. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant service /clinician.
To scan/upload documents to RIO, using the Trust standards
To process new referrals and information, recording appropriate data onto RiO
To input/update information on the database, ensuring quality of data and completeness
To record contacts and actions on RIO according to local policies
Working for our organisation
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
Detailed job description and main responsibilities
To be the first point of contact for service users via Generic Mail and Call Centre
Successful candidates will demonstrate:
- Sound knowledge of Patient database system such as RIO, PIMMS
- Microsoft Office
- Good communication and telephone skills
- Ability to cope under pressure
- Ability to communicate effectively both orally and in writing
- Ability to work without direct supervision using own initiative, ensuring productivity is high and targets are met in line with service objectives
- Good time management skills and reliability
- Ability to organise and prioritise workload effectively
- Ability to work effectively as part of a team
- Sound understanding of confidentiality and its relation to health care delivery
- Ability to work flexibly and be responsible to changing demands and frequent interruptions
To record contacts and actions on RIO according to local policies
To participate in the organisation and coordination of study days or training (including collating request forms)
To gather data as requested, for example, activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.
To attend courses and statutory training as identified through supervision and PDR
To pursue personal development of skills and knowledge necessary for the effective performance and development of the role
To work as part of a team and to undertake office or reception duties in the absence of other members of the admin team
To take/type minutes of team meetings and distribute information to team members as requested
To undertake copy typing and formatting duties to include reports containing terminology relating to therapies, letters, memos and service documents and PPDRs as required
To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks
To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact
To support the Admin Team Lead to maintain records of sickness absence (e.g. recording absence notifications in spreadsheet and emailing appropriate line manager/supervisor)
Person specification
Qualifications
Essential criteria
- Education to GCSE/CSE level C and above
- IT Skills to RSA2, NVQ2 or equivalent
Experience
Essential criteria
- 6 months experience of working in an office environment
- Experience of working with public
- Knowledge of office procedures
Intangible qulaifications
Essential criteria
- Demonstrate problem solving skills
Desirable criteria
- Demonstrate team working
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Laura Fisk
- Job title
- SPA Manager
- Email address
- [email protected]
- Telephone number
- 0208 320 3550
- Additional information
List jobs with Oxleas NHS Foundation Trust in Administrative Services or all sectors