Job overview

To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including medics, managers and clinicians within a busy Locality Mental Health Team. The role will include the organisation of filing systems and service users’ records and competent keyboard skills. To liaise with external agencies as required.

Main duties of the job

Effectively provide and implement core operational team administration requirements on behalf of Oxleas NHS Foundation Trust by:

• Undertaking word processing for the provision of required reports, letters, summaries
• Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
• 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.
• Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
• Undertake administrative duties – photocopying, scanning etc
• Booking of interpreter services to attend the locality or on the telephone
• Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention

Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary including the undertaking of reception cover as and when required ensuring:

• Incoming calls via telephone/personally delivered are prioritised and distributed accordingly

Working for our organisation

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