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Oxleas NHS Foundation Trust; Orpington; On-site; GBP 24,000 - 32,000; Full time

Job summary

Oxleas NHS Foundation Trust is seeking a Team Administrator to provide integrated secretarial and administrative support to the Community Mental Health Team. You will handle client inquiries, coordinate diaries, and manage communications with clients, GPs and partner services.

Role involves complex information handling, minutes, filing, and ensuring confidential information is kept secure. The post supports mental health services across NHS settings in the community and facilities around

Qualifications

• Experience in secretarial/administrative roles within a healthcare or public sector setting.
• Ability to manage multiple tasks with accuracy and meet deadlines.
• Strong communication skills and ability to liaise with clinicians, clients and partner services.

Responsibilities

• Provide integrated secretarial and administrative support to the Community Mental Health Team.
• Act as first point of contact; manage telephone calls and pass information to clinicians.
• Prepare and process routine correspondence, reports and meeting materials.
• Minimise data handling risks and ensure confidential information is stored securely.

Skills

Secretarial support

Office administration

Liaison and communication

Diary management

Meeting minutes

Data protection

Tools

RIO

Win Dip

Microsoft Office

Job description

Team Administrator | Oxleas NHS Foundation Trust

To provide integrated and comprehensive secretarial and administrative support to the Community Mental Health Team dealing with client enquiries and maintaining good office systems.

Liaison and telephone contact with clients, relatives, GPs, Consultants, Solicitors and Social Services staff within hospital and community health settings. To act as first point of contact for incoming calls, taking accurate, details messages as necessary ensuring these are passed on to the appropriate personnel, using initiative in finding appropriate clinician for advice if required staff member is absent.

Providing and receiving complex and sensitive information.

Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.

Maintain sound working relationships and communication with all colleagues within 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 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:

Undertaking copy/audio typing word processing support to the Community Mental Health Team (CMHT) for the provision of required client related reports, letters, discharge summaries etc. including legal documentation, whilst prioritising workload and meeting deadlines.

Dealing with incoming correspondence daily, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.

Deal with telephone enquiries and messages relating to the CMHT in a timely and accurate manner, ensuring relevant information is passed onto the appropriate person/team.

Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.

Booking of interpreter services to attend the locality.

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.

Completion or relevant CPA documentation within set standards.

Implementing and maintaining effective client and team filing systems ensuring client records are kept safe, confidential, up to date and accessible.

Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.

Attending and participating in meetings.

Minuting meetings e.g. case conferences/professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.

Undertaking administrative duties e.g. diary management, photocopying, etc.

To be responsible for stock control and to order/make out requisitions as appropriate for stationery and other office products.

Using email, intranet, internet and Microsoft packages as required.

Accessing archived records using Win Dip software.

Providing cover for secretarial/admin staff as well during periods of leave and sickness.

On a rota basis work on the reception/switchboard at the CMHT providing a full service and acting as a first point of contact to clients and visitors.

Ability to deal with emotional/stressful situations in written communication, verbally or face to face.

Handling both routine and urgent matters using initiative and with minimal supervision.

Undertaking any other duties commensurate with the level of the post as required to ensure efficient and effective running of the department/section.

Ensuring client confidentiality is always adhered to.

Undertaking responsibility for adhering to health and safety requirements and attending relevant statutory training.

Ensuring that actions and behaviour falls within the equal opportunities policy.

Familiarise self with relevant PPG’s.

Always promote a positive image of mental ill-health, ensuring respect for the dignity and rights of individuals is always upheld

This advert closes on Sunday 20 Sep 2026