Logo of Huzzle

Home

Matches

Explore

Manage

Team Administrator

image

Oxleas NHS Foundation Trust

1mo ago

  • Job
    Full-time
    Junior Level

AI generated summary

  • You should have strong admin skills, experience with RIO and NHS systems, effective communication, keyboard proficiency, minute-taking abilities, and a commitment to quality care.
  • You will provide admin support to the team, manage records, handle calls, organize meetings, take minutes, process data, and ensure efficient communication while maintaining confidentiality.

Requirements

  • - Demonstrate drive, commitment and enthusiasm in supporting quality care provided to service users and carers.
  • - Competent keyboard/audio skills.
  • - Use of RIO (electronic system) to record and retrieve information on both service users and caseload holders.
  • - Implement and maintain effective filing systems.
  • - Respond to incoming calls and deal with enquiries in accordance with management procedures.
  • - Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
  • - Undertake retrieval (via Windip) of electronic clinical files that have been archived.
  • - Processing of Data Protection enquiries, liaising with both service users and clinicians.
  • - Undertake administrative duties such as photocopying, answering the telephone, and scanning.
  • - Ordering stationery/equipment through the Trust’s ordering system (Cardea).
  • - Use of the NHS email system and diary management.
  • - Organising team meetings and disseminating papers in advance of meetings.
  • - Minute taking.
  • - Provide assistance to the team in troubleshooting computer, printing, and telephony issues.
  • - Undertake data entry using spreadsheets and report on the data for audit purposes.
  • - Provide cover for other admin staff during periods of leave, sickness or to alleviate workload.
  • - Ensure that visitors adhere to signing in procedures.
  • - Record episodes of absence such as sick, study, and annual leave using the Trust recording system Healthroster.
  • - Arrange emergency cover at short notice by liaising with Temporary staffing and contacting staff.

Responsibilities

  • To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including nursing staff, managers and clinicians within the team at Oaktree Lodge.
  • The role will include the organisation of filing systems and service users’ records and competent keyboard/audio skills.
  • To liaise with external agencies as required.
  • 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, discharge summaries, etc. within the set standards.
  • 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. Use initiative in finding appropriate clinician for advice if required staff member is absent.
  • Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and service users.
  • Distribute/disseminate post as necessary.
  • Undertake retrieval (via Windip) of electronic clinical files that have been archived.
  • Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
  • Undertake administrative duties – photocopying, answering the telephone, scanning (ensuring all service user related information is correctly uploaded into electronic system using the correct naming convention).
  • To assist the team with administration work around follow up appointments for service users.
  • Ordering stationery/equipment through the Trust’s ordering system (Cardea).
  • Use of the NHS email system and diary management.
  • Organising team meetings and disseminating papers in advance of meetings.
  • Minute taking.
  • Provide assistance to the team in troubleshooting computer, printing and telephony issues.
  • To undertake data entry using spreadsheets and report on the data for audit purposes.
  • 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:
  • Messages left overnight on answer phone are distributed appropriately.
  • Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
  • Visitors to the base are welcomed in a professional and courteous manner ensuring appropriate direction to the relevant personnel is provided.
  • To ensure that visitors adhere to signing in procedures.
  • Incoming post is sorted/distributed in a timely manner.
  • To record episodes of absence such as sick, study and annual leave using the Trust recording system Healthroster.
  • To arrange emergency cover at short notice by both liaising with Temporary staffing and contacting staff.

FAQs

What is the job title for this position?

The job title for this position is Team Administrator at Oaktree Lodge.

What are the working hours for this position?

The position is part-time, with a total of 30 hours per week.

Is this position permanent?

Yes, this position is a permanent role.

What type of unit will I be providing administration support to?

You will be providing administration support to the Older People’s Mental Health Inpatient Unit at Oaktree Lodge.

Are previous applicants eligible to apply for this job?

No, previous applicants need not apply.

What type of skills are required for this role?

Competent keyboard and audio skills, along with strong organizational abilities, are required for this role.

Will I need to use specific software in this job?

Yes, you will need to use RIO, which is an electronic system for recording and retrieving information on service users.

What kind of tasks will I be responsible for in this role?

You will be responsible for tasks such as word processing, managing filing systems, answering calls, managing correspondence, and assisting with scheduling and minute-taking.

Who will I be working with in this role?

You will be supporting a multi-disciplinary team including nursing staff, managers, and clinicians at Oaktree Lodge.

Will I need to maintain confidentiality in this position?

Yes, maintaining confidentiality for service user records is a crucial part of this role.

What is the purpose of this role within the organization?

The purpose of this role is to provide comprehensive administration support which contributes to the quality care provided to both service users and their carers.

Can I expect to receive training for this role?

Yes, you can expect to receive training and support as you transition into this position.

Is there a dress code for this role?

While the specific dress code is not mentioned, professionalism is expected within the healthcare environment.

Are there opportunities for career advancement in this role?

Opportunities for career advancement may be available within Oxleas NHS Foundation Trust based on performance and available positions.

Oxleas NHS Foundation Trust

We're kind, we're fair, we listen, we care.

Science & Healthcare
Industry
5001-10,000
Employees
1944
Founded Year

Mission & Purpose

Oxleas NHS Foundation Trust provides a range of healthcare services, including mental health, community health, and learning disability services across South East London and Kent. Their mission is to improve lives by providing high-quality, safe, and responsive healthcare tailored to individual needs. The trust aims to be a leader in delivering compassionate and innovative care, working closely with patients, carers, and communities to promote health and well-being.