Administrative and Clerical Officer (GRE SPA) | Oxleas NHS Foundation Trust

Oxleas NHS Foundation Trust; Greater London; Hybrid; GBP 24,000 - 30,000; Full time

Job summary

A leading healthcare trust in Greater London is looking for an Administrative Support professional to manage referrals and appointments in a busy phone center environment. Responsibilities include booking appointments, creating and processing referrals, and liaising with families and professionals. Ideal candidates should have strong communication skills, proficiency in Microsoft Office, and the ability to work under pressure. This is a full-time position with a commitment to improving health service delivery.

Qualifications

• Sound knowledge of patient database systems such as RIO, PIMMS.
• Good communication and telephone skills.
• Ability to work effectively both orally and in writing.

Responsibilities

• Creating referrals, booking appointments, and dealing with queries.
• Liaising with parents, schools, and other professionals regarding administrative duties.
• Responding to incoming calls and emails, recording accurate messages.

Skills

Patient database system knowledge

Microsoft Office proficiency

Good communication skills

Ability to cope under pressure

Time-management skills

Ability to work as part of a team

Job description

Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.

Children & Young People (CYP) – Single Point of Access (SPA)

Permanent Full Time Role – 37.5 hours per week. Based at Memorial Hospital or High Point House and other Trust sites. Flexible shifts to cover the SPA operational hours of 8:00am to 7:00pm (currently working to 5pm), Monday to Friday. May include some WFH (after training) but subject to operational needs.

This post is within an Admin team providing a single point of access support for healthcare professionals, parents, carers and young people. The role is in a phone centre environment, dealing with approximately 130 calls a day while carrying out admin duties. Responsibilities include:

• Creating referrals, booking appointments, taking messages and dealing with queries.
• Scanning documents, uploading them to the RIO system, sending out reports.
• Liaising with parents, schools, G.P.s and other professionals regarding administrative duties such as processing new referrals and arranging appointments.
• Providing reception duties – allowing secure access, preparing clinic rooms for use, maintaining records of key holders and alarm and door codes.
• Responding to incoming calls and emails, recording messages accurately, ensuring appropriate action is taken and messages passed to the relevant service/clinician.
• Opening, sorting and scanning post and any relevant correspondence for SPA and SCS, notifying the relevant SCS service/clinician of new documents available to view on RIO.
• Scanning/uploading documents to RIO, using the Trust standards.
• Processing new referrals and information, recording appropriate data onto RIO.
• Booking appointments, clinics, meetings and rooms as required for SCS.
• Booking interpreter services as required and producing clinic appointment letters.
• Contacting service users with reminders for appointments as required.
• Dispatching outgoing correspondence via post room, email or DOCMAN as appropriate.
• Inputting/updating information on the database, ensuring quality of data and completeness.
• Checking waiting list information and prioritising and acting accordingly.
• Recording contacts and actions on RIO according to local policies.
• Assisting bank or administration support staff in undertaking duties within the team as directed by the Admin Team Lead.
• Assisting in processing Data Protection and Subject Access enquiries, e.g. photocopying files, at the request of the Admin Team Lead and task co‑ordinator.
• Collating, photocopying and distributing reports and other relevant information to parents and professionals, ensuring that the appropriate parental consent has been received.
• Maintaining logs of specialist clinical equipment, logging issues and return, scheduling maintenance and testing of equipment.
• Maintaining a log of equipment held by SPA and loaned to service teams.
• Issuing and recording on RIO any non‑returnable equipment and supplies to service users as approved by SCS therapists/clinicians.
• Participating in the organisation and coordination of study days or training (including collating request forms).
• Gathering data as requested, e.g. activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines.
• Attending courses and statutory training as identified through supervision and PDR.
• Pursuing personal development of skills and knowledge necessary for the effective performance and development of the role.
• Book venues for meetings and organise refreshments as requested.
• Take/type minutes of team meetings and distribute information to team members as requested.
• Undertake copy typing and formatting duties to include reports containing terminology relating to therapies, letters, memos and service documents.
• Distribute reports, letters, memos, payslips and service documents as required.
• Request and fulfil stationery orders for supplies for SPA and SCS staff business use.
• Photocopy, send faxes and laminate materials.
• Maintain a supply of handouts and leaflets issued to service users, e.g. audiogram forms, dietitian pre‑assessment food diaries, parental consent forms, service questionnaires, maps, follow‑up appointment cards, complement slips and all services leaflets.
• Manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrate an ability to prioritise tasks.
• Handle complaints (if first point of contact) in line with local policies and procedures and to escalated appropriately if they cannot be resolved at first point of contact.
• Support the Admin Team Lead to maintain records of sickness absence, e.g. recording absence notifications in a spreadsheet and emailing the appropriate line manager/supervisor.

Qualifications and Skills

• Sound knowledge of patient database systems such as RIO, PIMMS.
• Microsoft Office proficiency.
• 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.
• Ability to empathise and deal tactfully with families, service users and colleagues.
• Sound understanding of confidentiality and its relation to health care delivery.
• Ability to work flexibly and be responsible to changing demands and frequent interruptions.

About Oxleas

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 through 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 Listen, We Care.

The first point of contact for service users via generic mail and call centre. Part of the administrative service to the SCS and CAMHS including management of referrals and booking appointments together with related administration. Follow up DNAs, outstanding review appointments and unanswered 14‑day letters.

To record contacts and actions on RIO according to local policies. To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy. To maintain a log of specialist clinical equipment, logging issue and return, and tracking and actioning schedule of maintenance and testing of the equipment as appropriate to the location. To maintain a log of equipment held by SPA and loaned to service teams e.g. projectors. To issue and record on RIO any non‑returnable equipment and supplies to service users as approved by SCS therapists/clinicians e.g. hearing aid batteries.

This advert closes on Thursday 18 Dec 2025.