Overview of the Post
To support staff within the multi-disciplinary team, by providing efficient and effective secretarial and administrative duties.
To be responsible for inputting data onto RIO as required.
To ensure agreed processes and procedures are in place locally to support the team/service delivery in line with Trust policies and local guidelines.
To service a variety of meetings as required which will require organisation and sometimes minute taking.
Will be required to support the reception function to maintain a smooth running of Services.
Will work closely with other admin colleagues to enable team working and effective cover arrangements.
Key Task and Responsibilities
Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
Works on own initiative with minimal supervision, with ability to ask for help when required. Manages and is able to prioritise workload.
Responsible for liaising with staff within the team.
Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
Be actively maintaining data quality within RIO, including opening and closing of referrals.
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’re Fair
We Listen
We Care
K e y T as k a nd R es pon s i b i li t ie s
R e s pon si b l e f o r t h e u p k ee p o f d i a r ie s f o r th e tea m , r e s pon si bl e f o r p h oto c o p y i n g , e - m ailin g a n d m aintai n i n g a n ef f i c ien t f il i n g s y s te m , en s u r in g f il t e r i n g o f al l in c o m i n g enq u i r i e s an d d r a f t r e s pon s e s a cc o r d in g ly.
W o r k s o n o wn i ni t ia t i v e w i t h m ini m a l s upe r v i si on , w it h ab i li t y t o a s k f o r hel p w h e n r eq u i r e d . Man a ge s a n d i s a b l e t o p r io r i t i s e w o r k loa d.
R e s pon s ib l e f o r li a i s in g w it h staff w it h i n t h e tea m.
En s u r e s th a t po s t/ m ai l i s p r o m pt l y c o l l e c ted , s o r t ed and scanned into RIO; accordingly, a c t o n o w n in i ti a t i v e , w he re a p p r o p r iat e , i n r e s p o n s e t o in c o m in g m ail .
En s u r e s t ha t th e m e m be r s i n t h e tea m a re b r i e f e d i n a ti m e l y m anne r, o f a n y c hange s t o s y s t e m s and/o r p r o c e ss e s e.g ., t o e n s u re t ha t a l l r el e v a n t d o c u m entati o n i n r ela t io n t o m eeting s , a g en d a s , c i r c ula r s an d c h a nge s a re r e a d il y a v a i l a b l e a n d di ss e m inate d .
A cc u r at e l y g athe rs in f o r m ation , in p ut s an d u p da t e s RIO d at a f o r a u di t r etu r n s m anual l y o r e le c t r o n i c a l l y.
D a t a in p ut with Excel an d up d ate accordingly , s o po s t h ol d e r m u s t b e p r o f i c i e n t i n t h e u s e o f Mi c r o s o f t p a c k age s
B e a c t i v e l y m ainta i ni n g d at a q u a l i t y within R IO, including opening and closing of referrals
C ont r i bu t e s i d ea s t o i m p r o v e e ff i c ien c y a n d e ff e c ti v en e s s o f a d m ini s t r at i v e p r o c e s s e s across.
R e s pon s ib l e f o r b oo k in g f utu re a pp o i n t m ent s w h e re n e c e ss a r y an d h ig h l i ght i n g a n y p r ob l e m s e.g ., pa ss in g o n in f o r m atio n r ega r d in g c h a n ge s t o a p p o int m ent s an d DN A s a n d a n y s pe c i f i c q u e s ti o n s r ai s e d b y p a ti e nt s et c .
R e s pon si b l e f o r o r de r i n g s tati o ne r y , m edi c a l s u p p l i e s f o r th e tea m an d l i a i s i n g w i t h t h e r el e v an t s up p l i e r s .
Po s t - h o lde r w i l l b e r e qui r e d t o i nte r a c t with d i ff e r en t s t a k eholde rs, li a i s e w it h pa t ie n t s o n a d a il y b a s i s , sc h e d u l e a p p oi n t m ent s an d o r g a ni s e c h an g e s t o app o int m ent s.
A s th e f i r s t p oi n t o f c onta c t t o t h e t e a m , po s t - holde r m u s t ha v e e x p e r i e n c e a n d a b il i t y t o r elat e t o pa t ie n t s i n a c al m m anne r w h e n t h e y c on t a c t th e t ea m v i a t el e p h on e an d r e c ogni s e w h e n t o e sc al a t e que r i e s f o r app r o p r ia t e r e s pon s e .
D a il y u s e o f c o m pute r f o r input t in g da t a a n d typing of do c u m ent
D ut i e s w i l l r e q u i re pe r io d o f c on c ent r ati o n i n te r m s o f a c ti v e l i s te n i n g a n d i de n ti f y in g an d s ol v in g p r o b le m s o n r eg u l a r ba s i s
Fr eque n t inte rr u pt i on s du r i n g w o rk s u c h a s , phon e c all s and res pon d i n g t o q u e r ie s f r o m c olleag u e s
T hi s i s a t ti m e s a n e x t r e m el y c h a l l en g in g a n d b u s y t e a m w he re t h e po s t - h o l de r w i l l b e r equi r e d t o b e bo t h f le x i b l e an d ad a pta b l e a n d a b l e t o w o rk unde r p r e ss u re o cc a si on a l l y .
So m e o f th e w o rk tha t t h e p o s t - hol d e r m a y h a v e t o d e a l w i t h c o u l d b e o f a p r i v a t e an d c on f iden t i a l n a tu re an d the r e f o re di sc r eti o n i s a n e ss en ti a l s k il l t h a t i s r e q u i r ed .
M a n a g e m e nt R es pon si b i l i t ies
T h e po s t h o lde r i s no t c u rr ent l y r e q ui r e d t o l i n e m ana g e a n y m e m be r o f s taf f an d ha s n o bud g eta r y a cc o u nta b i l i t y r e s pon s i b i l i t y
Pa r ti c ipa t e s i n r e v i e w i n g a n d u p da t in g e x i s t i n g in t e r na l processes a s ag r e e d w it h t h e Lead Administrator , en s u r i n g t ha t t hi s In f o r m atio n i s a v a i l a b l e t o s taff
A ss i s ti n g w i t h th e in d u c ti o n o f n e w s t a r te rs w i thi n th e d e pa r t m ent .
Commun ica t i on
R e c o r d s t e le p ho n e m e ss age s a cc u r ate l y an d c a sc a de s in f o r m atio n w he re app r o p r iate .
T a k e s a n a c ti v e r o l e i n m aintai n in g e ff e c ti v e c o m m uni c atio n w i t h a l l di sc i p l i ne s Ab l e t o c o m m uni c at e i n a s en s i t i v e an d c a r in g m anne r t o a l l pati e nt s a t a l l ti m e s e v e n i n c hal l en g i n g s itua t ion s.
Li a i s e s w i t h h ea l t h p r o f e ss ion a l s a s di r e c te d.
B e c o m pete n t i n o r ga n i s i n g a n d r e g u la r l y t a k in g m in u te s a t m eeting s c o rr e c t l y a n d e n s u r e s tha t t he s e a re c a sc ad e d i n a ti m e l y m anne r.
Ab i l i t y t o w o rk ef f e c ti v e l y b ot h a u to n o m ou sl y an d a s pa rt o f a tea m an d al s o r e c ogni si n g t h e v a lu e o f tea m work .
H a s a g oo d k n o w l e d g e o f T r u s t’ s eq u a l op p o r tu n i t y p o li c y f o r s ta f f & pa t ie n t s .
T rai n i ng& D e v el opm e nt
Dr a w u p o w n pe r s o na l de v e lop m en t pl a n i n c on j un c tio n w it h l in e m anage r, s e t tin g o u t c lea r t r a in i n g an d d e v e lo p m en t ob j e c ti v e s
C o m plet e a l l s t atu t o r y a n d m andato r y t r a i n in g r e q u i r e m ent s r ele v a n t t o th e po s t
Pa r ti c ipa t e i n o wn 1 : 1 m eeting s a n d P D P d e v e l o p m en t
Ab l e t o p r i o r i t i z e o wn w o rk
R es e arc h
Pa r ti c ipa t e i n c o l le c t io n o f d at a a u d i t a n d r e s e a r c h da t a a s r eq u i r e d
En s u r e s r e q ue s t f o r da t a a r e m e t an d a c t iv i t y i n f o r m atio n i s r e c o r d e

Please refer the Job description for details