Administrative and Clerical Officer

2 weeks ago

London, Greater London, United Kingdom Oxleas NHS Foundation Trust Full time
Children & Young People's Services - Single Point of Access (SPA)

x2 Full Time Permanent

x2 Full Time1 year Fixed Term (FTP may have the possibility of contract being extended and joining Oxleas bank )

37.5 hours per week-Flexible and some WFH shifts to cover operational hours: 8.00am -7.00pm, Mon-Fri

Base Memorial Hospital & all trust sites

This post is within an Administration team providing a single point of access support for Children's Specialist Community Services.


The service receives over130 calls a day, as an administrator you will be required to participate in call centre duties liaising with service users and health care professionals, with the expectation to resolve and deal with the call.


This is a varied admin role creating referrals, booking appointments, taking messages/dealing with queries, scanning documents, uploading them to the RIO system, sending out reports via G2, scanning and distributing post, data inputting and carrying out routine administration duties.

The post provides reception cover, meeting and greeting families attending appointments, help prepare clinic rooms and infection control duties.


This is a very demanding role and you must have the focus and the ability toswitchback and forthbetweentasks and excellent attention to detail is key.

You may be required to support Oxleas outreach services in the community.

Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments

To provide reception duties - allowing secure access, preparing clinic rooms for use, maintaining records of key holders and alarm and door codes

To open, sort and scan post and any relevant correspondence for SPA and SCS. Notify the relevant SCS service/clinician of new documents available to view on RIO

To scan/upload documents to RIO, using the Trust standards

To process new referrals and information, recording appropriate data onto RiO

Book appointments, clinics, meetings, and rooms as required for SCS

Book interpreter services

To produce appointment letters

To contact service users with reminders for appointments as required

To input/update information on the database, ensuring quality of data and completeness

To check waiting list information and prioritise and action accordingly

To record contacts and actions on RIO according to local policies

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
  • To be the first point of contact for service users via Generic Mail and Call centre
  • To be part of the administrative service to the SCS and CAMHS including management of referrals and booking appointments together with related administration
  • To follow up DNAs, outstanding review appointments and unanswered 14 day letters
  • Sound knowledge of Patient database system such as RIO, PIMMS
  • Microsoft Office
  • Good communication and Telephone skills
  • Ability to cope under pressure
  • Ability to communicate effectively both orally and in writing
  • Ability to work without direct supervision using own initiative, ensuring productivity is high and targets are met in line with service objectives
  • Good time management skills and reliability
  • Ability to organise and prioritise workload effectively
  • Ability to work effectively as part of a team
  • Ability to empathise and deal tactfully with families, service users and colleagues
  • Sound understanding of confidentiality and its relation to health care delivery
  • Ability to work flexibly and be responsible to changing demands and f

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