Administrative Coordinator — ASD Services (NHS)

Oxleas NHS Foundation Trust; Sidcup; On-site; GBP 24,000 - 27,000; Full time

Job summary

Oxleas NHS Foundation Trust is seeking an Administrator to support the Adult Autism Service by delivering efficient secretarial and administrative duties, including diary management, correspondence, and data input to service requirements.

You will be the first point of contact for the team, handle enquiries, coordinate meetings, prepare reports, and assist with documentation for clinics and referrals, ensuring compliance with Trust policies.

Responsibilities

• Provide 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.
• Tasks will include reading/entering service user notes using the service's data systems under the direction of team members and recording and processing new referrals to the services.
• Understand and follow the Safeguarding Vulnerable Adults and incident reporting processes within the service, liaising as necessary.
• Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
• Be aware of and develop, maintain and monitor administration system and processes within the service and Trust to ensure an efficient and effective support service, ensuring that team members are briefed in a timely manner of any changes.
• Accurately gather and maintain information, input and update statistical data for activity, performance and reporting purposes using databases/systems as directed. This may include information for research and audit purposes.
• Order stationery, equipment and supplies for the team and book team training as required, liaising with the relevant suppliers using the Trust systems.
• Liaise with team members, other services and stakeholders and partners, service users and carers/families as necessary.
• 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 elevate queries and concerns. At all times maintain confidentiality and discretion.
• Assist with induction of new staff.

Job description

Oxleas NHS Foundation Trust is seeking an Administrator to support the Adult Autism Service by delivering efficient secretarial and administrative duties, including diary management, correspondence, and data input to service requirements.

You will be the first point of contact for the team, handle enquiries, coordinate meetings, prepare reports, and assist with documentation for clinics and referrals, ensuring compliance with Trust policies.