Team Secretary

Team Secretary - Band 3

Permanent

Part time - 15 hours per week (Thursday & Friday)

Based in Bexleyheath, Kent

An exciting opportunity has arisen to join our team.

You will provide integrated and comprehensive secretarial and administrative support to the Community Mental Health Teams and Memory Services.

**Duties will include**:
- Undertaking copy/audio typing word processing

Dealing with incoming correspondence on a daily basis,

Dealing with referrals to the service, both written and by phone, according to local procedures.

Maintaining RIO database ensuring accurate and timely entry of necessary client data including CPA.

Implementing and maintaining effective client and team filing systems ensuring client records are kept safe, confidential, up to date and accessible.

Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.

Arranging home visits, clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.

Minuting meetings

Acting as clinic receptionist as required.
Providing cover for secretarial/admin staff during periods of leave and sickness.

Ensuring security of the premises when leaving.

Handling both routine and urgent matters using initiative and with mínimal supervision.

Undertaking any other duties for the post as required to ensure efficient and effective running of the department/section.

Oxleas offers a wide range of NHS healthcare services to people living in South East London and Kent and to people in prison. 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 4,000 members of staff work in many different settings including hospitals, clinics, prisons, children’s centres, schools and people’s homes. We have over 125 sites in a variety of locations across the London Boroughs of Bexley, Bromley Greenwich and into Kent and manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital in Woolwich as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are one of the largest providers of prison health services providing healthcare to prisoners across 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

Overview of the Post

To provide integrated and comprehensive secretarial and administrative support to the Community Mental Health Teams and Memory Services.

Key Task and Responsibilities

Undertaking copy/audio typing word processing support to the consultants and team for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.

Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.

Dealing with referrals to the service, both written and by phone, according to local procedures.

Maintaining RIO database ensuring accurate and timely entry of necessary client data including CPA.

Registration and preparation of case notes for new patients.

Administration of allocation and closure of cases.

Implementing and maintaining effective client and team filing systems ensuring client records are kept safe, confidential, up to date and accessible.

Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.

Arranging home visits, clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.

Attending and participating in meetings. Minuting meetings, e.g. referral meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.

Undertaking administrative duties, e.g. diary management, photocopying, faxing etc.

Accessing archived records using Web Dip software.

Acting as clinic receptionist as required.

Providing cover for secretarial/admin staff during periods of leave and sickness.

Ensuring security of the premises when leaving.

Handling both routine and urgent matters using initiative and with mínimal supervision.