Job summary
To provide integrated and comprehensive secretarial and administrative support to the Greenwich memory service.
Main duties of the job
Undertaking copy/audio typing word processing support to the consultants and team for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
Dealing with incoming correspondence on a daily basis.
Dealing with referrals to the service, both written and by phone, according to local procedures.
Maintaining RIO database.
Administration of allocation and closure of cases.
Ensuring client records are kept safe, confidential, up to date and accessible.
Arranging home visits, clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
Attending and participating in meetings. Minuting meetings, e.g. referral meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
Using email, intranet, Internet and Microsoft packages as required
Providing cover for secretarial/admin staff during periods of leave and sickness.
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 Task and Responsibilities-
- Undertaking copy/audio typing word processing support to the consultants and team for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
- Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
- Dealing with referrals to the service, both written and by phone, according to local procedures.
- Maintaining RIO database ensuring accurate and timely entry of necessary client data.
- Registration and preparation of case notes for new patients.
- Administration of allocation and closure of cases.
- Implement efficient administration & filing systems
- Planning/organising meetings
- Scan/upload documents to RiO and process referrals and data as needed.
- Implementing and maintaining effective client and team filing systems ensuring client records are kept safe, confidential, up to date and accessible.
- Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Arranging home visits, clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
- Attending and participating in meetings. Minuting meetings, e.g. referral meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
- Undertaking administrative duties, e.g. diary management, photocopying, etc.
- Using email, intranet, Internet and Microsoft packages as required.
- Accessing archived records using Web Dip software.
- Providing cover for secretarial/admin staff during periods of leave and sickness.
- Ensuring security of the premises when leaving.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Undertaking any other duties for the post as required to ensure efficient and effective running of the department/section.
Communication-
- Liaison and telephone contact with clients, relatives, GPs, consultants and social services staff within hospital and community health settings. To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel, using initiative in finding appropriate clinician for advice if required staff member is absent.
- Providing and receiving complex and sensitive information.
- Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.
- Maintain sound working relationships and communication with all colleagues within Oxleas.
Job description
Job responsibilities
Key Task and Responsibilities-
- Undertaking copy/audio typing word processing support to the consultants and team for the provision of required client related reports, letters, discharge summaries etc., including legal documentation, whilst prioritising workload and meeting deadlines.
- Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary, ensuring urgent items are brought to the attention of professional staff within the team.
- Dealing with referrals to the service, both written and by phone, according to local procedures.
- Maintaining RIO database ensuring accurate and timely entry of necessary client data.
- Registration and preparation of case notes for new patients.
- Administration of allocation and closure of cases.
- Implement efficient administration & filing systems
- Planning/organising meetings
- Scan/upload documents to RiO and process referrals and data as needed.
- Implementing and maintaining effective client and team filing systems ensuring client records are kept safe, confidential, up to date and accessible.
- Processing Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Arranging home visits, clinic and other appointments using diaries and electronic systems, liaising with other professionals as appropriate and arranging room bookings.
- Attending and participating in meetings. Minuting meetings, e.g. referral meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
- Undertaking administrative duties, e.g. diary management, photocopying, etc.
- Using email, intranet, Internet and Microsoft packages as required.
- Accessing archived records using Web Dip software.
- Providing cover for secretarial/admin staff during periods of leave and sickness.
- Ensuring security of the premises when leaving.
- Handling both routine and urgent matters using initiative and with minimal supervision.
- Undertaking any other duties for the post as required to ensure efficient and effective running of the department/section.
Communication-
- Liaison and telephone contact with clients, relatives, GPs, consultants and social services staff within hospital and community health settings. To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel, using initiative in finding appropriate clinician for advice if required staff member is absent.
- Providing and receiving complex and sensitive information.
- Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.
- Maintain sound working relationships and communication with all colleagues within Oxleas.
Person Specification
Qualifications
Essential
- NVQ Level 2 Administration or equivalent qualification or experience
Desirable
- 5 GCSE passes A - C grades or equivalent oRSA Typing Stage II or equivalent o
Exeperience
Essential
- NHS experience or similar large organisation oMinimum 2 years' secretarial experience
Desirable
- oKnowledge and use of Rio oDealing with a wide range of people
Skills
Essential
- Computer literate oIntermediate use of Microsoft Office Packages including Excel o60 wpm typing speed
Desirable
- oTouch typing/audio typing oAccurate minute taking
Person Specification
Qualifications
Essential
- NVQ Level 2 Administration or equivalent qualification or experience
Desirable
- 5 GCSE passes A - C grades or equivalent oRSA Typing Stage II or equivalent o
Exeperience
Essential
- NHS experience or similar large organisation oMinimum 2 years' secretarial experience
Desirable
- oKnowledge and use of Rio oDealing with a wide range of people
Skills
Essential
- Computer literate oIntermediate use of Microsoft Office Packages including Excel o60 wpm typing speed
Desirable
- oTouch typing/audio typing oAccurate minute taking
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).
