About this role
Job summary
** Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post. *
To support the staff of the Adult Autism Service by providing efficient and effective secretarial and administrative duties. To act as first and central point of contact for this service. To support and manage the referral process for these services. To be responsible for inputting and collating data requirements. To ensure agreed processes and procedures are in place locally to support service delivery in line with Trust policies and local guidelines.
Main duties of the job Provide administrative support across the ASD teams, ensuring the smooth and effective delivery of services. The role includes managing diaries and appointments, coordinating meetings, preparing reports and correspondence, handling enquiries and telephone calls, maintaining accurate records and administrative systems, and supporting the organisation of clinics and meetings through the preparation of documentation and resources. The post holder will also manage correspondence and information sharing, ensuring administrative processes are completed efficiently and in line with service requirements.
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
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, 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. Tasks will include reading/entering service user notes using the service's data systems under the direction of team members and recording and processing new referrals to the services. Understand and follow the Safeguarding Vulnerable Adults and incident reporting processes within the service, liaising as necessary. 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. Be aware of and develop, maintain and monitor administration system and processes within the service and Trust to ensure an efficient and effective support service, ensuring that team members are briefed in a timely manner of any changes. 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. Order stationery, equipment and supplies for the team and book team training as required, liaising with the relevant suppliers using the Trust systems. Liaise with team members, other services and stakeholders and partners, service users and carers/families as necessary. As the first point of contact to the team, listen, respond and relate to service users and all callers in a skilled manner in person and over the telephone, recognising when to escalate queries and concerns. At all times maintain confidentiality and discretion. Assist with induction of new staff. Management responsibilities
Participate in reviewing and updating existing internal processes and policies appropriate to role as agreed with the Team Manager, ensuring that this information is available to staff.
Communication
Use and maintain excellent, effective and accurate spoken communication skills across role, including taking and making phone calls and telephone messages, communicating and sharing information as necessary within and outside the service, responding sensitively and professionally in person and on the telephone, sometimes in challenging circumstances and to people who may be distressed, anxious or angry. Use and maintain excellent, effective and accurate written communication skills across role, writing letters, e-mails, message etc as directed. Produce correspondence, reports and training materials as directed using appropriate formats and technology I.e. Excel, PowerPoint, audio typing etc. Act as a central point of contact with all support departments i.e. Payroll, Finance, IT, Supplies. Take accurate minutes at meetings and ensure that these are cascaded in a timely manner to relevant stakeholders. Training and development
Maintain, develop and produce induction/orientation programs for new members of staff & students as directed by Team. Take part in supervision and PDR process and maintain and develop own skills and knowledge by taking part in Continuing Development. Have a good working knowledge of relevant policies and procedures relevant to the service and role.
Person Specification
Experience Essential
Minimum 2 years of secretarial/admin work or similar experience
Skills / Ability Essential
Be able to efficiently operate/use office equipment and administration systems
Desirable
Experience of using Rio
Skills Essential
Take and transcribe accurate formal minutes
Skills Essential
Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint
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.
Certificate of Sponsorship 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).
Employer details Employer name Oxleas NHS Foundation Trust
Address Queen Mary's Hospital
Frognal Avenue
Sidcup
DA14 6LT
United Kingdom
Employer's website http://oxleas.nhs.uk/ (Opens in a new tab)