Administrative and Clerical Officer

6 months ago

London, United Kingdom Oxleas NHS Foundation Trust Full time

x2 FIXED TERM POST 12 MONTHS

**Full Time**: 37.5 hours per week

Single Point of Access (SPA), Specialist Children’s Services (SCS)

**Base**: Memorial Hospital and other Oxleas sites

This post is within an Administration team.

As an administrator you will be required to answer calls from families, service users and healthcare professionals, with the expectation to deal, resolve and record the call.

This is a varied administration role and requires the administrator to carry out the following:
- Overseeing a service, which requires managing various waiting list, breaches via RIO (patient led system), liaising with various HCPs and management
- Transformation participation in conjunction with leads You will also be required to attend various meetings, relating to your allocated service.

**The following admin tasks are also required for this role**:
- There will also be an element of occasional Team support required in the absence of Team Leads/management.
- 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.
- Sound knowledge of Patient database system such as RIO, Microsoft Office (Word/Excel/PowerPoint)
- Good communication and Telephone skills
- Ability to cope under pressure
- G2
- 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 frequent interruptions

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 provide administrative and clerical support to C&YP community services, including SCS clinicians and therapists in the community.

To provide co-ordination of specific day to day activities as directed by line manager e.g. progressing and prioritising time dependent activities, supervising ongoing monitoring activities, data quality/data management activities, scheduled (routine) weekly/monthly activities, other specific activities as required.

To be responsible for the day-to-day supervision and training of staff within a section of the department.

To respond to incoming calls and deal with enquiries in accordance with local procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician.

To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact.

To open, sort and scan/ distribute post and any relevant correspondence for SPA and SCS.

To process new referrals and information, recording appropriate data onto RiO and using RiO to its full functionality for the servicesTo book appointments, clinics, meetings, and rooms as required for SCS.

To book interpreter services as required.

To check RIO waiting list information and prioritise and action accordingly, highlight potential breaches to line manager. To follow up DNAs, outstanding review appointments and unanswered 14 day letters To input/update information on electronic record systems (principally RiO), ensuring quality of data and completeness.

To prepare information for example, clie

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