Job summary
Informal visit is highly recommended
We are looking to appoint a committed, highly motivated, enthusiastic, and skilled Band 3 Administrator, to our dynamic, integrated multi- disciplinary Rapid Response Team.
This is an exciting opportunity to join and develop our integrated collaborative working between Oxleas NHS Foundation Trust and Bexley Adult Social Services. Would you like to help us continue to improve our provision of health, social care, and community support to the residents of Bexley.
The Integrated rapid response team has been operational since 1st August 2013, since then the team has developed to incorporate into an urgent community response service, the team is a multi- professional team consisting of Nurses, Occupational Therapists, Physiotherapists and Social Workers and administrators. The team aims to avoid unnecessary presentation to hospital and residential care, by supporting community patients who are in a health / social care crisis .
Main duties of the job
To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team within the Rapid Response Team The role will include the organisation taking telephone call, speaking with the London Ambulance Service, GP's Patients, relatives, other acute and community services, gathering information , inputting patient details o to Rio etc, filing systems and service users' records and competent keyboard/audio skills. To liaise with external agencies as required.
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
Effectively provide and implement core operational team administration requirements:
- Undertaking word processing 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.
- Support routine data collection and analysis as part of quality monitoring systems
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- Respond to incoming calls and deal with enquiries in accordance with management 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 community teams, secondary care, GPs and service users.
- Distribute/disseminate post as necessary in a timely manner.
- Undertake administrative duties to support clinicians.
- Provide assistance to clinicians in troubleshooting computer issues.
- Ordering equipment and maintaining stock spreadsheets
- Maintaining and data bases -
- Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking and updating electronic clinical records (RiO).
- Booking of appointments and maintaining clinicians RiO diaries.
- Booking of interpreter services as required
- Minute taking and dissemination of information in an effective and timely manner.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary.
- Maintaining patient confidentiality at all times.
- Adhering to all organisational policies, procedures and guidelines.
- Undertaking any training requirements in order to enhance the job role and as dictated by your own personal development review.
- Undertaking any other jobs/tasks as discussed with your Manager.
Job description
Job responsibilities
Effectively provide and implement core operational team administration requirements:
- Undertaking word processing 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.
- Support routine data collection and analysis as part of quality monitoring systems
- Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- Respond to incoming calls and deal with enquiries in accordance with management 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 community teams, secondary care, GPs and service users.
- Distribute/disseminate post as necessary in a timely manner.
- Undertake administrative duties to support clinicians.
- Provide assistance to clinicians in troubleshooting computer issues.
- Ordering equipment and maintaining stock spreadsheets
- Maintaining and data bases -
- Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking and updating electronic clinical records (RiO).
- Booking of appointments and maintaining clinicians RiO diaries.
- Booking of interpreter services as required
- Minute taking and dissemination of information in an effective and timely manner.
- Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary.
- Maintaining patient confidentiality at all times.
- Adhering to all organisational policies, procedures and guidelines.
- Undertaking any training requirements in order to enhance the job role and as dictated by your own personal development review.
- Undertaking any other jobs/tasks as discussed with your Manager.
Person Specification
Essential Criteria
Essential
- Previous Administrative experience
- Experience of taking minutes
- Excel Spreadsheet experience
- NHS Experience
Desirable
- Audio typing experience
- Dealing with public queries
Knowledge and skills
Essential
- Knowledge and use of RiO
- Data collection/input
- Intermediate use of Microsoft Office packages including Excel
Desirable
- Able 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
- Excel Spreadsheet experience
- NHS Experience
Desirable
- Audio typing experience
- Dealing with public queries
Knowledge and skills
Essential
- Knowledge and use of RiO
- Data collection/input
- Intermediate use of Microsoft Office packages including Excel
Desirable
- Able 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).
