Administrative and Clerical Officer
2 weeks ago
Job summary
We are looking for an experienced administrator to join our District Nursing Service.
This is a busy and varied role; you will be based within various teams across the District Nursing Service in the borough of Bexley, providing administration support to the clinicians. You should have excellent communication skills, verbal, listening and written, as you will be liaising with clients, carers, GP's and other professionals with regard to administrative duties.
Excellent organisation skills and the ability to prioritise work are essential, as you will be setting up and maintaining office processes and procedures and managing conflicting deadlines. You must be able to respond to urgent referrals and messages and booking appointments.
Experience of Microsoft Office packages, including Excel, is desirable.
Experience of using RiO or other patient information systems would be an advantage, although full training will be given to the successful applicants.
You will be required to work across various sites within the borough of Bexley, as needed.
For further information, please contact Lorraine Manston on
Main duties of the job
Delivering an efficient, effective, administrative and clerical service for the District Nursing Service.
To provide an administrative and clerical service to the District Nursing team, opening, sorting and distribution of post and any relevant correspondence.
Processing new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service.
To prepare information, for example, client files, letters, reports, in line with local policies and procedures.
To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies.
To book appointments, meetings, rooms and interpreter services as required.
To gather data as requested, for example activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis.
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 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 Job descriptionJob responsibilities
Delivering an efficient and effective, administrative and clerical service for the District Nursing Service. To provide cover and support to the District Nursing Team administrators and the Podiatry administrator.
To provide an administrative and clerical service to the District Nursing and/or Podiatry Team. To open, sort and distribute post and any relevant correspondence.
To process new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service.
To prepare information, for example, client files, letters, reports, in line with local policies and procedures.
To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies.
To book appointments, meetings, rooms and interpreter services as required.
To collate agenda items, take minutes at team meetings and distribute information to team members as requested.
To liaise with internal and external agencies on behalf of the team, to facilitate the resolution of problems related to equipment used by the team, for example computer, printer, photocopier, telephone internet access, as requested.
To gather data as requested, for example activity data and statistics, providing punctual and accurate information following departmental and local Trust guidelines, as required on a weekly, monthly and quarterly basis.
To participate in the organisation and coordination of study days and training.
To support the team lead to maintain records relating to study leave, sickness and annual leave, submitting statistics on a monthly basis using Healthroster.
To establish and maintain effective working relationships with clients, carers the general public and all other staff working internally and externally to the Trust.
To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users in the local borough.
To liaise with clients, carers, care homes, GPs and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals and arranging appointments.
To ensure consistent and robust reporting of patient related information on Rio as requested and according to local policies.
To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating ongoing and efficient processes within the Service as required.
To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested.
To support with the ordering of equipment and medical supplies as directed by the team and Manager.
To maintain a well organised filing and discharge system, to facilitate the efficient case management for the team to include archiving files according to Trust policy.
To type updated guidelines/local policies and procedures as requested by the Manager.
Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability: implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.
To lead on and undertake other office duties relating to estate queries.
To book venues for meetings and organise refreshments as requested.
To ensure issues regarding Health and Safety risk management associated polices and guidelines, are reported to the Team Lead.
Person SpecificationQualifications
Essential
Education to GCSE/CSE Level C or aboveExperience
Essential
Experience working in health or social care setting Experience of working with publicDesirable
Proven experience of working in a busy office environment and able to undertake duties requiredSkills
Essential
Use of Microsoft Office packages including ExcelDesirable
Knowledge and use of RiO-
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