Team Administrator

As a key member of the team, the post holder will provide administration support to the Mental Health Unit. The postholder will be based at Woodlands, Queen Mary's Hospital, Sidcup, DA14 6LT.
To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including medics, managers, and clinicians within a busy Mental Health Unit. The role will include the organisation of filing systems and service users’ records and competent keyboard/audio skills. To liaise with external agencies as required.
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
Undertaking word processing for the provision of required reports, letters, discharge summaries, etc. within the set standards.
Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users
Distribute/disseminate post as necessary.
Undertake retrieval (via Windip) of electronic clinical files that have been archived.
Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner
Undertake administrative duties - photocopying, answering the telephone, scanning (ensuring all service user related information is correctly uploaded into electronic system using the correct naming convention).
The assist the team with administration work around follow up appointments for service users.
Ordering stationery/equipment through the Trust’s ordering system (Cardea)
Organising team meetings and disseminating papers in advance of meetings.
Minute taking.
Provide assistance to the team in troubleshooting computer, printing and telephony issues.
To undertake data entry using spreadsheets and report on the data for audit purposes.
Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:
Ø Messages left overnight on answer phone are distributed
appropriately
Ø Incoming calls via telephone/personally delivered are prioritised and distributed accordingly
Ø Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided
Ø To ensure that visitors adhere to signing in procedures
Ø Incoming post is sorted/distributed in a timely manner
Ø Keep movement chart on all staff updated throughout the
day
To create duty rotas and ensure that these are visible
To record episodes of absence such as sick, study and annual leave using the Trust recording system Healthroster
To arrange emergency cover at short notice by both liaising with Temporary staffing and contacting staff.
To arrange supervisions/PDRs between nursing staff and the team manager.
Supporting with staff inductions to ensure new staff have parking permits, keys, access to RiO, and the relevant folders within the shared G: drive etc.
To ensure that recep