Administrative and Clerical Officer

2 weeks ago

London, Greater London, United Kingdom Oxleas NHS Foundation Trust Full time

To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy.

To assist bank or administration support staff in undertaking duties within the team as directed by Admin Team Lead. To support staff in learning office and reception processes and protocols. To assist with the caseload administration for SCS clinicians and therapists in the community.


To prepare information for example, client reports, letters, hard copy records/reports for clinics, in line with local policies and procedures.

To assist in processing Data Protection and Subject Access enquiries, e.g.

photocopying files, at the request of the Admin Team Lead and task co-ordinator, to ensure that all necessary information is provided in an efficient and timely manner.

To collate, photocopy and distribute reports and other relevant information to parents and professionals, for example, education staff, G.P.s, internal/external agencies following local policies and procedures, ensuring that the appropriate parental consent has been received.


To issue and record on RIO any non returnable equipment and supplies to service users as approved by SCS therapists/clinicians e.g.

hearing aid batteries. To participate in the organisation and coordination of study days or training (including collating request forms).

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 attend courses and statutory training as identified through supervision and PDR. To pursue personal development of skills and knowledge necessary for the effective performance and development of the role.

To work as part of a team and to undertake office or reception duties in the absence of other members of the admin team.

To book venues for meetings and organise refreshments as requested.

To take/type minutes of team meetings and distribute information to team members as requested.

To undertake copy typing and formatting duties to include reports containing terminology relating to therapies, letters, memos and service documents and PPDRs as required.

To distribute reports, letters, memos, payslips and service documents as required. To request and fulfil stationery orders for supplies for SPA and SCS staff business use.

To photocopy, send faxes and laminate materials. To maintain a supply of handouts and leaflets issued to service users e.g.

audiogram forms, dietitian pre-assessment food diaries, parental consent forms, service questionnaires, maps, follow up appointment cards, complement slips and all services leaflets.

To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks.

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