Job summary
To provide comprehensive secretarial and administrative support to the Adult ADHD service. This includes supporting consultants, assistant psychologists, ADHD specialist nurses, and other clinical staff. The post holder will liaise with service users and carers regarding prescriptions, appointments, and medical reviews. They will ensure accurate maintenance of patient records, assist in the setup of clinics, and oversee the distribution of ADHD diagnostic reports.The role requires initiative, discretion, and maintaining confidentiality at all times. *** Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post ***
Main duties of the job
These are the high-level functional duties:
- Provide comprehensive administrative and secretarial support to the Adult ADHD clinical team (consultants, nurses, practitioners, psychologists).
- Respond to calls and emails from service users, carers and external professionals.
- Manage clinic appointments, including booking, rescheduling, and sending online links.
- Maintain accurate patient records on RiO and other systems.
- Support the setup and organisation of clinics and clinical sessions.
- Distribute workload among clinical staff where required.
- Work with PALS and the clinical team to address issues or complaints.
- Manage incoming/outgoing mail, filing, ordering supplies, and raising purchase orders.
- Provide admin support during masterclasses and community outreach sessions.
- Collaborate effectively with internal staff, service users, carers, GPs and mental health teams.
- Provide administrative cover for colleagues during absence.
- Attend MDTs, appraisals, and training sessions as required.
- Adhere to Trust policies including confidentiality, safeguarding, infection control, and sustainability.
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
- Provide full administrative support to the Adult ADHD clinical team (Consultants, Nurse Prescribers, Practitioners, Assistant Practitioners and Assistant Psychologists).
- Respond to calls and emails from service users, carers, and professionals.
- Handle sensitive and complex queries with tact and professionalism.
- Book and reschedule appointments.
- Send online appointment links and ensure clinic rooms are booked.
- Keep clients fully updated.
- Maintain accurate patient information on RiO and other systems.
- Ensure compliance with confidentiality and data protection.
- Support setup of clinics and ensure smooth running of sessions.
- Distribute tasks among clinical staff to optimise efficiency.
- Address serviceuser issues or complaints with PALS and the clinical team.
- Use initiative to resolve daytoday problems and escalate where needed.
- Manage mail, filing, and ordering supplies.
- Raise purchase orders and ensure secure disposal of confidential material.
- Support other administrators within the team as needed.
- Use Microsoft Office, Outlook and RiO extensively.
- Support the team with the prescription database.
- Provide administrative cover during absences.
- Attend MDTs, training, and appraisals.
- Support ADHD masterclasses and outreach sessions.
- Comply with sustainability, health and safety, infection control and all Trust policies.
Job description
Job responsibilities
- Provide full administrative support to the Adult ADHD clinical team (Consultants, Nurse Prescribers, Practitioners, Assistant Practitioners and Assistant Psychologists).
- Respond to calls and emails from service users, carers, and professionals.
- Handle sensitive and complex queries with tact and professionalism.
- Book and reschedule appointments.
- Send online appointment links and ensure clinic rooms are booked.
- Keep clients fully updated.
- Maintain accurate patient information on RiO and other systems.
- Ensure compliance with confidentiality and data protection.
- Support setup of clinics and ensure smooth running of sessions.
- Distribute tasks among clinical staff to optimise efficiency.
- Address serviceuser issues or complaints with PALS and the clinical team.
- Use initiative to resolve daytoday problems and escalate where needed.
- Manage mail, filing, and ordering supplies.
- Raise purchase orders and ensure secure disposal of confidential material.
- Support other administrators within the team as needed.
- Use Microsoft Office, Outlook and RiO extensively.
- Support the team with the prescription database.
- Provide administrative cover during absences.
- Attend MDTs, training, and appraisals.
- Support ADHD masterclasses and outreach sessions.
- Comply with sustainability, health and safety, infection control and all Trust policies.
Person Specification
Education/Qualifications
Essential
- 5 GCSE's or equivalent including Maths and English
- NVQ Level 3 in Administration or equivalent experience.
- Advanced IT Skills including proficiency in MS Office Package.
Experience
Essential
- Previous Experience working within an NHS Administration Role
- Experience using RiO
- Proven ability to manage sensitive or confidential information appropriately
Skills/Abilities/Knowledge
Essential
- Strong organisational skills with the ability to multitask and prioritise workloads.
- Excellent written and verbal communication skills
- Knowledge of ADHD Pathways
Desirable
- Ability to work within a team and independently when required.
- Adaptability and willingness to support various team members, including consultants and clinical staff.
- Committed to maintaining confidentiality and GDPR guidelines.
Person Specification
Education/Qualifications
Essential
- 5 GCSE's or equivalent including Maths and English
- NVQ Level 3 in Administration or equivalent experience.
- Advanced IT Skills including proficiency in MS Office Package.
Experience
Essential
- Previous Experience working within an NHS Administration Role
- Experience using RiO
- Proven ability to manage sensitive or confidential information appropriately
Skills/Abilities/Knowledge
Essential
- Strong organisational skills with the ability to multitask and prioritise workloads.
- Excellent written and verbal communication skills
- Knowledge of ADHD Pathways
Desirable
- Ability to work within a team and independently when required.
- Adaptability and willingness to support various team members, including consultants and clinical staff.
- Committed to maintaining confidentiality and GDPR guidelines.
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
