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Team Administrator

4 months ago

Orpington, United Kingdom Oxleas NHS Foundation Trust Full time

Job summary

We are looking to recruit an enthusiastic and well organised person to provide secretarial and administrative support to the Liaison Team at Green Parks House, a working age adult mental health unit. The Liaison Team takes referrals from the Princess Royal University Hospital and A&E for patients with mental health issues. Patients will be assessed by the team and admission to the inpatient unit will be requested, if required.

The post requires someone to work Monday to Friday, hours per day. Desired working hours are - in order for the daily handover meeting to be attended.

Main duties of the job

You will be required to provide day-to-day secretarial and administration support to the multi-disciplinary team, as well as carrying out audits and liaising with outside agencies in respect of patient needs. Excellent communication skills as well as sound secretarial, administrative and IT skills are essential. Previous NHS experience and awareness of customer care is desirable but not essential. You must be able to demonstrate sensitivity and tact when dealing with service users and their families.

You would be joining a very supportive and friendly Unit. Supervision and training opportunities are available as part of integrated professional development.

About us

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 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 Job description

Job responsibilities

Effectively provide and implement core operational administration requirements on behalf of Oxleas NHS Foundation Trust by:

Undertaking word processing support for the provision of required reports, letters, summaries, etc. within the set standards.

Extracting statistical information, often at short notice from data and collating this using Microsoft Excel and by presenting in different formats graphs and charts.

Ensuring correspondence to GPs is sent in a timely fashion.

Using RIO (electronic database system) to record and retrieve information on both service users and caseload holders.

Implementing and maintaining effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.

Responding to incoming calls and dealing with enquiries in accordance with management procedures. Recording all messages accurately ensuring appropriate action is taken and messages are passed to the relevant discipline/clinician. Using initiative in finding appropriate clinician for advice if required staff member is absent.

Implementing and maintaining effective communication systems with the team, acute in-patient staff, GPs, other outside agencies, and service users.

Undertaking administrative duties ordering stationery, photocopying, shredding etc.

Providing assistance to clinicians in troubleshooting computer issues.

Booking of interpreter services to attend the unit.

Arranging meetings, compiling agendas, taking minutes and circulating necessary papers as required.

Assisting Liaison nurses in following up actions from Team Meeting.

Compiling MHLT daily caseload updates and sending to relevant Managers.

Checking data collection forms are completed accurately.

Participating and supporting any audits being undertaken in the unit, working with corporate colleagues and the Directorate Business Office as required.

Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention.

Providing cover for the other Crisis Teams admin staff within Green Parks House during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking ofreception cover as and when required.

Person Specification

Administration

Essential

Administration experience

Desirable

Experience of working in the NHS or similar environment

IT Skills

Essential

Good MS Office skills including Word and Excel

Working in an office environment

Essential

Experienced in working in the NHS or similar environment

Desirable

Worked in an office enviroment