Job summary
An exciting opportunity has become available to work for the Oxleas Perinatal Team.
We are looking for an enthusiastic team administrator with experience within mental health services to work alongside our care navigator and team administrators within the Perinatal Mental Health Team. Our team offer support and intervention to people who are within either the antenatal stage of pregnancy or postnatal (up to 2 years) who are struggling with their mental health.
The successful candidate will primarily be responsible for supporting the team, liaising with internal and external agencies as required as well as dealing with clients on the telephone. In this role you will be attending meetings, take minutes, use excel spread sheets, compiling notes into letter format and send using hybrid mail.
The successful candidate will need to have a good working knowledge of computer packages and be able to work under pressure, follow instructions and complete tasks as scheduled. Experienceof working in an NHS environment is desirable.
You will be joining a small, friendly and efficient admin team to ensure the smooth running of the Oxleas Perinatal Mental Health Service. You will primarily be responsible for the coordination of the Oxleas Perinatal Mental Health Service inbox. This will include the processing of incoming referrals and dealing with all incoming external enquiries.
The Perinatal team operates Monday - Friday 9-5.
Main duties of the job
You will be responsible for processing new referrals, attending daily triage meetings, liaising with duty clinicians regarding new referrals, composition of relevant letters regarding outcome of referrals, allocation of clinicians for assessments/appointments.
You must be computer literate with a working knowledge of Microsoft Word and Excel.
You will require experience of managing electronic diaries or similar experience.
You will be ability to communicate professionally and clearly with both clients, their carers & colleagues (both internally as well as external agencies). You will also require excellent written communication with good attention for detail.
You will be a good team player, building rapport with colleague and promoting good working relationships.
You will be able to prioritise effectively.
Willingness to work with a degree of flexibility and adaptability.
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
- Processing new referrals, attending daily triage meetings, liaising with duty clinicians regarding new referrals, composition of relevant letters regarding outcome of referrals, allocation of clinicians for assessments/appointments.
- Undertaking word processing/audio (using Microsoft Office packages), G2 (dictation system) support for the provision of required reports, letters, summaries, etc. within the set standards.
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
- Supporting the use of technologies to communicate with clients e.g. setting up attend anywhere clinic appointments, MS teams meeting.
- Respond to incoming calls and deal with enquiries in accordance with team and organisation procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
- Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users and their support networks.
- Distribute/disseminate post as necessary.
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties photocopying, sending emails, etc.
- Provide assistance to clinicians in troubleshooting computer issues.
- Booking of interpreter services to attend meetings.
- Minute taking.
- 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 other admin staff during periods of leave and sickness.
Job description
Job responsibilities
- Processing new referrals, attending daily triage meetings, liaising with duty clinicians regarding new referrals, composition of relevant letters regarding outcome of referrals, allocation of clinicians for assessments/appointments.
- Undertaking word processing/audio (using Microsoft Office packages), G2 (dictation system) support for the provision of required reports, letters, summaries, etc. within the set standards.
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
- Supporting the use of technologies to communicate with clients e.g. setting up attend anywhere clinic appointments, MS teams meeting.
- Respond to incoming calls and deal with enquiries in accordance with team and organisation procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.
- Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users and their support networks.
- Distribute/disseminate post as necessary.
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties photocopying, sending emails, etc.
- Provide assistance to clinicians in troubleshooting computer issues.
- Booking of interpreter services to attend meetings.
- Minute taking.
- 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 other admin staff during periods of leave and sickness.
Person Specification
Experience
Essential
- 2 years Administration experience
Desirable
- Experience in a NHS setting or similar organisation
Skills and Knowledge
Essential
- Computer literate with a working knowledge of Microsoft Packages
Skills
Essential
- Take and transcribe accurate formal minutes
Desirable
Experience
Essential
- Experience of using electronic clinical records (e.g. Rio)
Person Specification
Experience
Essential
- 2 years Administration experience
Desirable
- Experience in a NHS setting or similar organisation
Skills and Knowledge
Essential
- Computer literate with a working knowledge of Microsoft Packages
Skills
Essential
- Take and transcribe accurate formal minutes
Desirable
Experience
Essential
- Experience of using electronic clinical records (e.g. Rio)
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).
