Administrative and Clerical Officer

We have an exciting opportunity for an administrative and clerical officer to work in a small team at The Source Drop-in clinic.

The Source provides assessment, treatment and advice for patients who self-refer with health conditions and wellbeing concerns.

The post holder will be responsible for providing administrative support to Advance clinical Practitioners/Advance Nurses working in the team.

The post holder will be expected to act as a central point for information and communication for the team and delivering an efficient, effective, administrative and clerical service for The Source.

As first point of contact for the team, you must have the experience and ability to relate to patients, carers and professionals in a calm and empathetic manner and know when to escalate queries for an appropriate response.

The post holder will provide an administrative and clerical service to The Source. This involves processing new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service.

Ensure all computer systems and databases are up to date with relevant information.

To support the reception service of the Clinic, including dealing with queries from the public and other professionals.

To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies.

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.

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 an administrative and clerical service to The Source Opening, sorting and distribution of post and any relevant correspondence.

Processing new referrals and information, recording appropriate data using the Oxleas RiO system to its full functionality for the service.

Preparation of 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 example, G.P.s, internal/external agencies.

To book appointments, meetings, rooms and interpreter services as required.

To support the reception service of the Clinic, including dealing with telephone queries from the public and other professionals.

To collate agenda items, take minutes at team meetings and distribute information to team members as requested.

To liaise with internal and external agencies, for example, Contracted Services, IT department on behalf of the team to facilitate the resolution problems related to equipment used by the team, for example computer, printer, photocopier, telephone, internet access and so on 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 or training.

To support the Manager to maintain records relating to study leave, sickness and annual leave submitting statistics on a monthly basis using Healthroster.

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