Administrator

Oxleas; Sidcup; On-site; GBP 31,000 - 32,000; Part time

Job summary

Oxleas NHS Foundation Trust is seeking an experienced Secretary/Administrative Assistant to support the Adult Autism Service at Queen Mary’s Hospital, Sidcup. The role covers diary management, meeting coordination, reports and correspondence, and data input to support service delivery.

You will be the first point of contact, handle enquiries, maintain records, and coordinate clinics and training. The post requires at least 2 years of secretarial/admin experience and proficiency in Word, Excel

Qualifications

• Minimum 2 years of secretarial/admin work or similar experience.
• Be able to efficiently operate/use office equipment and administration systems.
• Experience of using Rio.

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 safeguarding processes within the service, liaising as necessary.
• Work on own initiative with minimal supervision, manage and prioritise workload, and work as part of the administration team.

Skills

Secretarial experience

Microsoft Word

Excel

PowerPoint

Minute taking

Rio

Tools

Rio

Job description

Main area Adult Neurodevelopmental Grade Band 3 Contract Permanent Hours Part time - 30 hours per week (To be agreed) Job ref 277-8367996-ALD

Site Queen Mary's Hospital Town Sidcup Salary £30,630 - £32,346 pro rata inc Salary period Yearly Closing 25/10/2026 23:59

Job overview

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

• To support the staff of the Adult Autism Service by providing efficient and effective secretarial and administrative duties.
• To act as first and central point of contact for this service.
• To support and manage the referral process for these services.
• To be responsible for inputting and collating data requirements.
• To ensure agreed processes and procedures are in place locally to support service delivery in line with Trust policies and local guidelines.

Main duties of the job

Provide administrative support across the ASD teams, ensuring the smooth and effective delivery of services. The role includes managing diaries and appointments, coordinating meetings, preparing reports and correspondence, handling enquiries and telephone calls, maintaining accurate records and administrative systems, and supporting the organisation of clinics and meetings through the preparation of documentation and resources. The post holder will also manage correspondence and information sharing, ensuring administrative processes are completed efficiently and in line with service requirements.

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 Listen
• We Care

Detailed job description and main responsibilities

Key Task and 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.

Management responsibilities

Participate in reviewing and updating existing internal processes and policies appropriate to role as agreed with the Team Manager, ensuring that this information is available to staff.

Communication

• Use and maintain excellent, effective and accurate spoken communication skills across role, including taking and making phone calls and telephone messages, communicating and sharing information as necessary within and outside the service, responding sensitively and professionally in person and on the telephone, sometimes in challenging circumstances and to people who may be distressed, anxious or angry.
• Use and maintain excellent, effective and accurate written communication skills across role, writing letters, e-mails, message etc as directed. Produce correspondence, reports and training materials as directed using appropriate formats and technology I.e. Excel, PowerPoint, audio typing etc.
• Act as a central point of contact with all support departments i.e. Payroll, Finance, IT, Supplies.
• Take accurate minutes at meetings and ensure that these are cascaded in a timely manner to relevant stakeholders.

Training and development

• Maintain, develop and produce induction/orientation programs for new members of staff & students as directed by Team.
• Take part in supervision and PDR process and maintain and develop own skills and knowledge by taking part in Continuing Development.
• Have a good working knowledge of relevant policies and procedures relevant to the service and role.

Person specification

Experience

• Minimum 2 years of secretarial/admin work or similar experience

Skills / Ability

• Be able to efficiently operate/use office equipment and administration systems
• Experience of using Rio

Skills

• Take and transcribe accurate formal minutes

Skills

• Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

You must have appropriate UK professional registration.

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.