Job summary
Are you an organized, detail-oriented professional with a passion for supporting integrated health and social care services? We're looking for a skilled Administrator to join our dynamic and compassionate Community Assessment and Rehabilitation (CAR) team.
As an integral part of our multidisciplinary team, you will provide dedicated administrative support to CRSTAT, Neuro Rehabilitation, Reablement, and the Frailty and Falls Prevention teams. Process referrals efficiently, ensuring the accuracy and appropriateness of information to keep services running smoothly and act as the central point for information-sharing and communication, ensuring all team members are well-informed and connected.
To thrive in this role, you'll need exceptional organizational and communication skills, a proactive and collaborative approach to problem-solving and confidence working with sensitive information, maintaining professionalism and confidentiality at all times.
In return we offer a supportive and friendly work environment within a dedicated teamand there will be opportunities for professional growth and development within integrated health and social care settings.
If you're ready to take on a role where your skills and dedication will truly matter, we'd love to hear from you.
Main duties of the job
- Act as the first point of contact to clients on the telephone, maintaining calmness, politeness and good customer relationship skills at all times.
- To provide detailed and relevant information describing rehabilitation and social care services available in Greenwich for people with a range of differing needs.
- Provide a point of contact for the members of CAR team by telephone and written correspondence
- Take clear and concise messages for other members of the team. Forward messages to staff members in a timely manner
- To effectively analyze and respond to situations as they arise, problem solving and alerting appropriately.
- Arrange appointments with service users ensuring clear communication and documentation on the relevant IT system
- To follow-up and provide feedback for referrals inappropriate for the therapy and social care teams and advise future suitable action.
- Maintain client databases and provide statistical information as required
- Processing new referrals and information, recording appropriate data onto spread sheets, waiting lists and sending acknowledgement letters, including the use of RiO and MOSAIC to its full functionality for the services.
- Take details of self referrals from patients and carers over the phone and process using a template
- Support therapy and nursing staff with discharge reports and ensure they are processed in a timely manner and uploaded to RIO in accordance with local policies and procedures.
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
- To book interpreter services as required for appointments
- To collate, photocopy and distribute reports and other relevant information to, for example, education staff, G.P.s, internal/external agencies, following local policies and procedures, ensuring that appropriate consent has been received.
- Opening, sorting and distribution of post and any relevant correspondence .
- 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, Rydons, Conceptunet, 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 take account of and act according to individual patient circumstance, giving due regard to cultural differences and diversity of patients, carers and service users in the Borough of Greenwich.
- Ensure consistent and robust reporting of patient related information on RiO and MOSIAC as requested and according to local policies.
- To provide input of service development ideas to the administrative team and develop current administrative procedures, facilitating on-going and efficient processes within the department as required.
- To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for clinical staff as requested.
- To process discharged files ensuring database recording to facilitate efficient retrieval of files and organise external archiving of information in line with Trust policy.
- Demonstrate flexibility and negotiation skills with team members and patients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.
- To ensure the end of day safety mobile phone system is completed daily, and logged
- 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 Operational Manager.
- To undertake any other tasks appropriate to the post including general administrative duties, typing support, minute taking and other functions in order to enable the team to provide an effective service.
Management responsibilities:
- Manage own workload, prioritising as necessary according to the needs of the service.
- Manage referrals ensuring timelines are adhered to.
- Assist in ensuring an adequate supply of stationery and equipment is available and equipment is maintained.
Leadership:
- To provide training support in admin processes and IT developments, particularly to new members to the team
- Influence and contribute to the development of admin processes
Research:
- Provide admit support to the team to collect information related to audits being undertaken within the service.
Communication:
- Communicate relevant medical/social information, assessment details, advice and recommendations across agencies following local and professional guidelines for sharing information and consent. This would include Consultants, GPs, Social Services, health professionals and voluntary agencies.
- Work in a co-ordinated, multi-disciplinary manner, communicating effectively with other team members and the wider clinical and social care network involved in client care.
- Convey complex and sensitive information relating to clients using skill in situations where there may be barriers to communication i.e. use of interpreters, receptive/cognitive pathologies or excess noise.
- Be able to adapt complicated and sensitive information into a simplified form to clients who may be seriously ill or have complex or long-term conditions.
- Promote the CRSTAT by participating in informal talks for other agencies and professionals during education and training sessions.
- On Call/Unsocial Hours
- The post holder will primarily work standard hours Monday to Friday; however, if the service expands to a 7-day operation, they may be required to cover weekends and bank holidays on a rota basis to ensure continuous service delivery.
Job description
Job responsibilities
- To book interpreter services as required for appointments
- To collate, photocopy and distribute reports and other relevant information to, for example, education staff, G.P.s, internal/external agencies, following local policies and procedures, ensuring that appropriate consent has been received.
- Opening, sorting and distribution of post and any relevant correspondence .
- 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, Rydons, Conceptunet, 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 take account of and act according to individual patient circumstance, giving due regard to cultural differences and diversity of patients, carers and service users in the Borough of Greenwich.
- Ensure consistent and robust reporting of patient related information on RiO and MOSIAC as requested and according to local policies.
- To provide input of service development ideas to the administrative team and develop current administrative procedures, facilitating on-going and efficient processes within the department as required.
- To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for clinical staff as requested.
- To process discharged files ensuring database recording to facilitate efficient retrieval of files and organise external archiving of information in line with Trust policy.
- Demonstrate flexibility and negotiation skills with team members and patients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary.
- To ensure the end of day safety mobile phone system is completed daily, and logged
- 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 Operational Manager.
- To undertake any other tasks appropriate to the post including general administrative duties, typing support, minute taking and other functions in order to enable the team to provide an effective service.
Management responsibilities:
- Manage own workload, prioritising as necessary according to the needs of the service.
- Manage referrals ensuring timelines are adhered to.
- Assist in ensuring an adequate supply of stationery and equipment is available and equipment is maintained.
Leadership:
- To provide training support in admin processes and IT developments, particularly to new members to the team
- Influence and contribute to the development of admin processes
Research:
- Provide admit support to the team to collect information related to audits being undertaken within the service.
Communication:
- Communicate relevant medical/social information, assessment details, advice and recommendations across agencies following local and professional guidelines for sharing information and consent. This would include Consultants, GPs, Social Services, health professionals and voluntary agencies.
- Work in a co-ordinated, multi-disciplinary manner, communicating effectively with other team members and the wider clinical and social care network involved in client care.
- Convey complex and sensitive information relating to clients using skill in situations where there may be barriers to communication i.e. use of interpreters, receptive/cognitive pathologies or excess noise.
- Be able to adapt complicated and sensitive information into a simplified form to clients who may be seriously ill or have complex or long-term conditions.
- Promote the CRSTAT by participating in informal talks for other agencies and professionals during education and training sessions.
- On Call/Unsocial Hours
- The post holder will primarily work standard hours Monday to Friday; however, if the service expands to a 7-day operation, they may be required to cover weekends and bank holidays on a rota basis to ensure continuous service delivery.
Person Specification
Essential Criteria
Essential
- Previous Administrative experience
- Experience of taking minutes
Desirable
- Audio typing experience
- Dealing with public queries
Knowledge and skills
Essential
- Knowledge and use of RiO and MOSAIC
- Data collection/input
- Intermediate use of Microsoft Office packages including Excel
Desirable
- oAble to switch between tasks and refocus
Other requirements
Essential
- Good interpersonal skills
Desirable
- Responsive to change and ideas and adaptive and creative within new systems
Person Specification
Essential Criteria
Essential
- Previous Administrative experience
- Experience of taking minutes
Desirable
- Audio typing experience
- Dealing with public queries
Knowledge and skills
Essential
- Knowledge and use of RiO and MOSAIC
- Data collection/input
- Intermediate use of Microsoft Office packages including Excel
Desirable
- oAble to switch between tasks and refocus
Other requirements
Essential
- Good interpersonal skills
Desirable
- Responsive to change and ideas and adaptive and creative within new systems
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).
