Job summary
We are looking for a motivated and enthusiastic administrator to work closely with the Greenwich Time to Talk NHS Talking Therapies Team based in Wensley Close, Eltham.
The successful candidate will need excellent verbal communication skills to communicate courteously both face to face and on the telephone to service users, members of the general public and professional staff. You will need to be computer literate and able to provide clerical support to the team.
The post holder will need to be proficient in using and maintaining spreadsheets, clinical records and databases e.g. IAPTUS.
Main duties of the job
To provide effective and comprehensive clerical and administrative support to the Psychological Therapies Team in conjunction with the Office Manager.
You will need to demonstrate drive, commitment and enthusiasm working in supporting the quality care provided to both service users and carers alike.
You will need administrative experience, to be proficient in Microsoft Windows packages and the ability to communicate courteously face to face, on the telephone and in writing to a wide range of services users and professional staff.
You will need excellent keyboard skills and be able to prioritise and organise your work in a busy office environment. You should be able to take minutes and be able to organise meetings. You should be flexible in your approach and be able to proactively communicatewith colleagues on workload issues and offer administration support to clinical staff.
Experience of working within a health service environment would be an advantage.
Experience of using patient information systems would be an advantage although fulltraining will be given to the successful applicant
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 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
Job description
Job responsibilities
Key Tasks and Responsibilities
- To deliver a high-quality comprehensive administration service to the NHS Talking Therapies Team whilst prioritising a busy workload and meeting deadlines.
- To liaise with other professional bodies and organisations as appropriate.
- Provide support to the administrative and employment pathway for the service.
- To respond to incoming calls and deal with enquiries ensuring appropriate action is taken and messages are accurately passed to the relevant staff members. To deal confidentially and sensitively with telephone calls and face to face contact from clients and others.
- To deal with incoming mail on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent matters are brought to the attention of the appropriate member of staff.
- Ability to maintain accurate and clear records regarding referrals, waiting lists, records of appointments both written and computerised.
- Responsible for ordering and maintaining all stock and non-stock stationery ensuring items are replenished and readily available and using the Cardea system.
- Promote a positive image of mental ill health ensuring respect for the dignity and rights of individuals at all times.
- Using IT packages including Word and Excel, Internet and Email.
- Log referrals onto IAPTUS (our patient information system) and check client details on the RIO database, allocation and closure of cases ensuring accurate and timely entry of client data.
- Follow up with clients on care pathway system, to ensure clients are correctly allocated on the IAPTUS system.
- To provide cover for the administration and reception team during annual leave or sick leave.
- Ability to concentrate and use computers for long periods of time.
- Experience of servicing meetings, minute-taking and follow-up administration.
- Maintaining accurate waiting lists in conjunction with team managers.
- Ability to prioritise work.
- Arrange interpreters to attend appointments with clients as requested.
- Ability to deal with occasional distressing situations.
- To be able to work unsupervised and respond to situations which may arise requiring autonomous advice and decision making.
- Undertake any training for the development of this post in conjunction with your own personal development.
- Undertaking any other duties commensurate with the level of the post as required to ensure the efficient and effective running of the service.
Job description
Job responsibilities
Key Tasks and Responsibilities
- To deliver a high-quality comprehensive administration service to the NHS Talking Therapies Team whilst prioritising a busy workload and meeting deadlines.
- To liaise with other professional bodies and organisations as appropriate.
- Provide support to the administrative and employment pathway for the service.
- To respond to incoming calls and deal with enquiries ensuring appropriate action is taken and messages are accurately passed to the relevant staff members. To deal confidentially and sensitively with telephone calls and face to face contact from clients and others.
- To deal with incoming mail on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent matters are brought to the attention of the appropriate member of staff.
- Ability to maintain accurate and clear records regarding referrals, waiting lists, records of appointments both written and computerised.
- Responsible for ordering and maintaining all stock and non-stock stationery ensuring items are replenished and readily available and using the Cardea system.
- Promote a positive image of mental ill health ensuring respect for the dignity and rights of individuals at all times.
- Using IT packages including Word and Excel, Internet and Email.
- Log referrals onto IAPTUS (our patient information system) and check client details on the RIO database, allocation and closure of cases ensuring accurate and timely entry of client data.
- Follow up with clients on care pathway system, to ensure clients are correctly allocated on the IAPTUS system.
- To provide cover for the administration and reception team during annual leave or sick leave.
- Ability to concentrate and use computers for long periods of time.
- Experience of servicing meetings, minute-taking and follow-up administration.
- Maintaining accurate waiting lists in conjunction with team managers.
- Ability to prioritise work.
- Arrange interpreters to attend appointments with clients as requested.
- Ability to deal with occasional distressing situations.
- To be able to work unsupervised and respond to situations which may arise requiring autonomous advice and decision making.
- Undertake any training for the development of this post in conjunction with your own personal development.
- Undertaking any other duties commensurate with the level of the post as required to ensure the efficient and effective running of the service.
Person Specification
Questions
Essential
- Experience in all aspects of office procedures. Must be able to work under pressure and prioritise work
Desirable
- Previous experience of working in a mental health setting and working within a team.
Experience
Essential
- Experience of using computers routinely to carry out administrative tasks, including electronic clinical records systems (e.g. RIO or IAPTUS)
Experience
Essential
- Excellent communication skills (written, verbal and listening)
Person Specification
Questions
Essential
- Experience in all aspects of office procedures. Must be able to work under pressure and prioritise work
Desirable
- Previous experience of working in a mental health setting and working within a team.
Experience
Essential
- Experience of using computers routinely to carry out administrative tasks, including electronic clinical records systems (e.g. RIO or IAPTUS)
Experience
Essential
- Excellent communication skills (written, verbal and listening)
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.
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).
Additional information
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.
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).
