Job summary
- Main area
- Adult Community Mental Health Services
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 18.75 hours per week (Tuesday, Wednesday and willing to discuss other days and times)
- Job ref
- 277-6443288-CMH
- Employer
- Oxleas NHS Foundation Trust
- Employer type
- NHS
- Site
- Greenwich West Mental Health Services
- Town
- Charlton
- Salary
- £27,129 - £28,649 pa inc pro rata
- Salary period
- Yearly
- Closing
- 28/07/2024 23:59
Employer heading
Team Administrator
Band 3
Job overview
The successful candidate will primarily be responsible for supporting the team, liaising with internal and external agencies as required as well as dealing with clients face to face or on the telephone. The successful candidate will need to have a good working knowledge of computer packages and be able to work under pressure, follow instructions and complete tasks as scheduled.
Main duties of the job
Attend meetings, take minutes, use excel spread sheets, either type or copy and paste notes into letter format and send using hybrid mail.
The experience of G2 would be helpful, but not a necessity as training will be provided.
Primarily be responsible for supporting the team, liaising with internal and external agencies as required as well as dealing with clients face to face or on the telephone
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
- Undertaking word processing/audio support 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,
- Provide assistance to clinicians in troubleshooting computer issues.
- Booking of interpreter services to attend the locality.
- 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 in a timely manner
- Keep movement chart on all staff updated throughout the day
Person specification
Typing and microsoft packages
Essential criteria
- 2 years experience
Desirable criteria
- Experience needed
Excel
Essential criteria
- experience required
Desirable criteria
- experience required
Minute Taking
Essential criteria
- Must have experience
Desirable criteria
- Knowledge of minute taking
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
- Denise Tubridy
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 020 8269 4110
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