Administrative and Clerical Officer

4 months ago

London, United Kingdom Oxleas NHS Foundation Trust Full time

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.

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