Administrative and Clerical Officer

Job description

Job responsibilities

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 borough.

Liaise with clients, carers, care homes, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments, booking transport.

Ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies.

Receiving and processing patient referrals from the Patient Flow and Community Team as required. Support with discharge of clients from the Clinic ensuring discharge notification and referrals to other teams/ external agencies are processed appropriately and in a timely manner.

To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating on-going and efficient processes within the Service as required.

To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested.

To support with the ordering of equipment and medical supplies as directed by the team and Manager.

To maintain an efficient filing and discharge system to facilitate the efficient case management for the team to include archiving files according to Trust policy.

To type updated guidelines/local policies and procedures as requested by the Manager.

Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.

To lead on and undertake other office duties relating to estate queries.

To book venues for meetings and organise refreshments as requested.

To ensure issues regarding Health and Safety risk management or associated policies and guidelines, are reported to the Team Lead.

Participate with the team to collect information related to audits being undertaken within the service.

Communicate and liaise verbally and in writing between clients, carers, visitors, suppliers, enquirers and other personnel within and outside of the trust.

Interpret and respond clearly and effectively to spoken requests over the phone or in person and to written or verbal instructions where there are often barriers to communication.

Answer the high volume of phone calls and maintain a response rate according to local guidelines and log information received on calls to the department in order to maintain an accurate record.

Any other duties appropriate to the role and level that may be required from time to time.

Knowledge and use of RiO Intermediate use of Microsoft Office packages including Excel.

Ability to prioritise own work and excellent organisational skills.

Knowledge of standards of filing systems and data storage systems electronic and paper.

Knowledge of data protection and confidentiality.

Clear and fluent level of written and verbal communication.

Good interpersonal skills.

Person Specification

IT or Computer Literate - competent with range of IT packages

Essential

• at least 2 years

Desirable

• uses a range of computer programmes with ease

Administrative duties

Essential

• Worked in admin capacity in the past using IT packages and phone user

Desirable

• Worked in healthcare admin setting before competently

Communication

Essential

• Demonstrates excellent team work and communication skills

Desirable

• Demonstrates communication skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

The Source

65 Sibthorpe Road

London

SE12 9DN

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)