Job summary
- Main area
- Adult Community Mental Health Services
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Wednesday, Thursday, and Friday 9-5)
- Job ref
- 277-7388258-CMH
- Employer
- Oxleas NHS Foundation Trust
- Employer type
- NHS
- Site
- Bridgeways
- Town
- Bromley
- Salary
- £29,651 - £31,312 pro rata pa inc
- Salary period
- Yearly
- Closing
- 14/08/2025 23:59
- Interview date
- 27/08/2025
Employer heading
Team Secretary
Band 3
Job overview
To provide integrated and comprehensive secretarial and administrative support to the Administration Manager to ensure smooth running of administration services within the Older Peoples Mental Health Community Services
Main duties of the job
Undertaking typing to support the Consultants and teams 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 daily, 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, written, email & E-referrals, according to local procedures.
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
Detailed job description and main responsibilities
Working as duty admin when allocated on rota
Maintaining RIO database ensuring accurate and timely entry of necessary client data
Administration of allocation and closure of cases.
Implementing and maintaining effective client and 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 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. MDT 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, scanning, patient reminder calls.
Using Hybrid mail to communicate with GP’s and clients
Using email, intranet, Internet and Microsoft packages as required.
Acting as clinic receptionist as required.
Providing cover for secretarial/admin staff during periods of leave and sickness.
Handling both routine and urgent matters using initiative and with minimal supervision.
Undertaking any other duties commensurate with the level of the post as required ensuring efficient and effective running of the department/section.
Person specification
Qualifications
Essential criteria
- 5 GCSE passes A – C grades or equivalent.
- RSA Typing Stage II or equivalent
Desirable criteria
- NVQ Level 3 Administration or equivalent qualification or experience
Skills
Essential criteria
- Intermediate use of Microsoft Office Packages
- Accurate minute taking
- Working effectively as part of a team
Desirable criteria
- Knowledge and use of Rio
Experience
Essential criteria
- Minimum 2 years’ secretarial experience
- Experience liaising f2f and telephone contact with clients, GPs, Social services
Desirable criteria
- Experience of working in an NHS environment or similar
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Penny Penfold
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 02086294900
- Additional information
Mark Jervis - [email protected] - 02086294900
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