Job summary
This vacancy is to provide cover during maternity leave.
To provide an integrated and comprehensive administration role supporting the multi-disciplinary team including managers, nursing staff and clinicians within Goddington Ward, the acute working age adult ward at Green Parks House. The role will include the organisation of service users' records and database, competent keyboard skills and the ability to learn different software packages. To liaise with external agencies as required.
Main duties of the job
- To maintain accurate patient records.
- Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing,minuting meetings, photocopying, faxing, e-mailing, scanning, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
- Ordering of stationary, clinical supplies and maintaining stock levels.
- Report helpdesk requests for catering, estates etc and making sure requests are completed.
- Help with main reception cover.
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
- Attending weekly MDT meeting, CPA, and other meetings, including taking and inputting notes on RiO
- To maintain accurate and up to date computer records including admissions and discharges using Trust Clinical Database (RiO).
- Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance,minuting meetings, photocopying, faxing, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
- Working closely with ward nursing and day service staff, liaising between clinicians, Community Teams and other agencies as required.
- Ordering of stationery, clinical supplies and maintaining stock levels as required on the ward and day services.
- Input of Helpdesk requests for catering, estates, etc. Chasing up and monitoring to ensure requests are followed up.
- Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
- Accurately gather and maintain information, input and update statistical data for activity, performance and reporting purposes using databases/systems as directed. This may include information for research and audit purposes.
- Maintain accurate staff data using the Trust's e-roster system as directed.
- Liaise with team members, other services and stakeholders and partners, service users and carers/families as necessary.
Job description
Job responsibilities
- Attending weekly MDT meeting, CPA, and other meetings, including taking and inputting notes on RiO
- To maintain accurate and up to date computer records including admissions and discharges using Trust Clinical Database (RiO).
- Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance,minuting meetings, photocopying, faxing, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
- Working closely with ward nursing and day service staff, liaising between clinicians, Community Teams and other agencies as required.
- Ordering of stationery, clinical supplies and maintaining stock levels as required on the ward and day services.
- Input of Helpdesk requests for catering, estates, etc. Chasing up and monitoring to ensure requests are followed up.
- Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
- Accurately gather and maintain information, input and update statistical data for activity, performance and reporting purposes using databases/systems as directed. This may include information for research and audit purposes.
- Maintain accurate staff data using the Trust's e-roster system as directed.
- Liaise with team members, other services and stakeholders and partners, service users and carers/families as necessary.
Person Specification
Admin skills
Essential
- NVQ 2 or equivalent experience
Desirable
- Achieved NVQ2 grade or experience in similar role including minute taking
Good communicator
Essential
Desirable
IT skills and experience
Essential
Desirable
- Used a variety of IT systems
Person Specification
Admin skills
Essential
- NVQ 2 or equivalent experience
Desirable
- Achieved NVQ2 grade or experience in similar role including minute taking
Good communicator
Essential
Desirable
IT skills and experience
Essential
Desirable
- Used a variety of IT 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).
Employer details
Employer name
Oxleas NHS Foundation Trust
Address
Green Parks House
Princess Royal University Hospital, Farnborough Common
Orpington
BR6 8NY
Employer's website
http://oxleas.nhs.uk/ (Opens in a new tab)
