Administrative Officer

4 weeks ago


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

Job Summary

Oxleas NHS Foundation Trust is seeking an Administrative and Clerical Officer to join our team in the Single Point of Access (SPA) department. As an Administrative and Clerical Officer, you will be the first point of contact for service users via generic mail and call centre. You will be part of the administrative service to the Specialist Children's Service (SCS) and Child and Adolescent Mental Health Service (CAMHS), including management of referrals and booking appointments together with related administration.

Main Responsibilities

  • Manage referrals, book appointments, and perform related administration for SCS and CAMHS.
  • Follow up DNAs, outstanding review appointments, and unanswered 14-day letters.
  • Provide reception duties, allowing secure access, preparing clinic rooms for use, and maintaining records of key holders and alarm and door codes.
  • Respond to incoming calls and emails, deal with enquiries, and record all messages accurately ensuring appropriate action is taken and messages passed to the relevant service/clinician.
  • Process new referrals and information, recording appropriate data onto RiO.
  • Book appointments, clinics, meetings, and rooms as required for SCS.
  • Book interpreter services as required.
  • Produce clinic appointment letters, book rooms for group therapy, and interpreter services as required.
  • Contact service users with reminders for appointments as required.
  • Dispatch outgoing correspondence via post room, email, or DOCMAN as appropriate.
  • Input/update information on the database, ensuring quality of data and completeness.
  • Check waiting list information and prioritise and action accordingly.
  • Record contacts and actions on RiO according to local policies.

About Us

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community healthcare, care for people with learning disabilities, and mental health care. 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.

Requirements

  • 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 healthcare delivery.
  • Ability to work flexibly and be responsible to changing demands and frequent interruptions.

Person Specification

  • Education to GCSE/CSE level C and above.
  • IT skills, Microsoft or equivalent.
  • 6 months experience of working in an office environment.
  • Experience of working with the public.
  • Knowledge of office procedures.

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