Team Administrator

Job overview

Informal visit is highly recommended

We are looking to appoint a committed, highly motivated, enthusiastic, and skilled Band 3 Administrator, to our dynamic, integrated multi- disciplinary Rapid Response Team.

This is an exciting opportunity to join and develop our integrated collaborative working between Oxleas NHS Foundation Trust and Bexley Adult Social Services. Would you like to help us continue to improve our provision of health, social care, and community support to the residents of Bexley.

The team aims to avoid unnecessary presentation to hospital and residential care, by supporting community patients who are in a health / social care crisis .

Main duties of the job

To liaise with external agencies as required.

Working for our organisation

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 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

Effectively provide and implement core operational team administration requirements:

• Undertaking word processing for the provision of required reports, letters, summaries, etc. within the set standards.
• Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
• Support routine data collection and analysis as part of quality monitoring systems
• 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. Use initiative in finding appropriate clinician for advice if required staff member is absent.
• Implementing and maintaining effective communication systems with community teams, secondary care, GPs and service users.
• Distribute/disseminate post as necessary in a timely manner.
• Undertake administrative duties to support clinicians.
• Provide assistance to clinicians in troubleshooting computer issues.
• Ordering equipment and maintaining stock spreadsheets
• Maintaining and data bases -
• Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking and updating electronic clinical records (RiO).
• Booking of appointments and maintaining clinicians’ RiO diaries.
• Booking of interpreter services as required
• Minute taking and dissemination of information in an effective and timely manner.
• Providing cover for other admin staff during periods of leave, sickness or to alleviate workload of colleague as necessary.
• Maintaining patient confidentiality at all times.
• Adhering to all organisational policies, procedures and guidelines.
• Undertaking any training requirements in order to enhance the job role and as dictated by your own personal development review.
• Undertaking any other jobs/tasks as discussed with your Manager.

Person specification

Essential Criteria

• Previous Administrative experience
• Experience of taking minutes
• Excel Spreadsheet experience
• NHS Experience

• Audio typing experience
• Dealing with public queries

Knowledge and skills

• Knowledge and use of RiO
• Data collection/input
• Intermediate use of Microsoft Office packages including Excel

• Able to switch between tasks and refocus

Other requirements

• Good interpersonal skills

• Responsive to change and ideas and adaptive and creative within new systems

We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

Thank you.