Team Administrator | Oxleas NHS Foundation Trust

Delivering an efficient, effective, administrative and clerical service for the District Nursing Service

To provide an administrative and clerical service to the District Nursing team, opening, sorting and distribution of post and any relevant correspondence

Processing new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service

To prepare information, for example, client files, letters, reports, in line with local policies and procedures

To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies

To book appointments, meetings, rooms and interpreter services as required

To gather data as requested, for example activity data and statistics, providing punctual and accurate information following departmental and local trust guidelines as required on a weekly, monthly and quarterly basis, 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


To provide an administrative and clerical service to the District Nursing Team. To open, sort and distribute post and any relevant correspondence

To process new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service

To prepare information, for example, client files, letters, reports, in line with local policies and procedures

To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies

To book appointments, meetings, rooms and interpreter services as required

To collate agenda items, take minutes at team meetings and distribute information to team members as requested

To liaise with internal and external agencies on behalf of the team, to facilitate the resolution of problems related to equipment used by the team, for example computer, printer, photocopier, telephone internet access, as requested

To gather data as requested, for example activity data and statistics, providing punctual and accurate information following departmental and local Trust guidelines, as required on a weekly, monthly and quarterly basis

To participate in the organisation and coordination of study days and training

To support the team lead to maintain records relating to study leave, sickness and annual leave, submitting statistics on a monthly basis using Healthroster

To establish and maintain effective working relationships with clients, carers the general public and all other staff working internally and externally to the Trust

To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users in the local borough

To liaise with clients, carers, care homes, GPs and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals and arranging appointments

To ensure consistent and robust reporting of patient related information on Rio as requested and according to local policies

To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating ongoing and efficient processes within the Service as required

To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested

To support with the ordering of equipment and medical supplies as directed by the team and Manager

To maintain a well organised filing and discharge system, to facilitate the efficient case management for the team to include archiving files according to Trust policy

To type updated guidelines/local policies and procedures as requested by the Manager

Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability: implement solutions and strategies to participate in a team environment, seeking advice and support where necessary

To lead on and undertake other office duties relating to estate queries

To book venues for meetings and organise refreshments as requested

To ensure issues regarding Health and Safety risk management associated polices and guidelines, are reported to the Team Lead

This is a busy and varied role; you will be based within the Bostall District Nursing team in the borough of Bexley, providing administration support to the clinicians. You should have excellent communication skills, verbal, listening and written, as you will be liaising with clients, carers, GP's and other professionals with regard to administrative duties.

Excellent organisation skills and the ability to prioritise work are essential, as you will be setting up and maintaining office processes and procedures and managing conflicting deadlines. You must be able to respond to urgent referrals and messages and booking appointments.

Experience of Microsoft Office packages, including Excel, is desirable.

Experience of using RIO or other patient information systems would be an advantage, although full training will be given to the successful applicants., Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.

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.