Team Administrator

Oxleas NHS Foundation Trust; Orpington; On-site; GBP 18,000 - 22,000; Full time

Job summary

Oxleas NHS Foundation Trust is seeking an organised secretary/administrator to provide integrated support to the Community Mental Health Team. You will handle client inquiries, maintain office systems and act as a first point of contact on reception.

The role requires experience in busy administrative environments, familiarity with MS Office and data handling, with the ability to manage confidential information and complex communications. Training and Disclosure checks apply.

Qualifications

• Office experience
• Basic Excel experience
• Knowledge of spreadsheets
• Proof reading
• Competence of reading and typing letters

Responsibilities

• Liaison and telephone contact with clients, relatives, GPs, Consultants, Solicitors and Social Services staff within hospital and community health settings.
• Act as first point of contact for incoming calls, taking accurate, detailed messages and passing them to the appropriate personnel.
• Provide and receive complex and sensitive information.
• Maintain sound working relationships and communication within Oxleas.
• Undertake copy/audio typing word processing for the Community Mental Health Team (CMHT) including reports, letters and discharge summaries.
• Handle incoming correspondence daily and distribute/act on urgent items.
• Deal with telephone enquiries and messages relating to the CMHT, ensuring information is passed on appropriately.
• Use RIO to record and retrieve information on service users and caseloads.

Job description

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

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

Main duties of the job

• 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.

About us

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 Listen
• We Care

Job responsibilities

• 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.
• Familiarise self with relevant PPGs.
• Always promote a positive image of mental ill-health, ensuring respect for the dignity and rights of individuals is always upheld

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

Person Specification

• Office Experience
• Basic Excel Experience
• Knowledge of spread sheets
• Proof reading
• Competence of reading and typing letters

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.