Team Secretary

To provide integrated and comprehensive secretarial and administrative support to the Community Mental Health Team, Psychology team and memory service., Undertaking copy/audio typing word processing support to the consultants and team 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 on a daily basis.
Dealing with referrals to the service, both written and by phone, according to local procedures.
Maintaining RIO database.
Administration of allocation and closure of cases.
Ensuring client records are kept safe, confidential, up to date and accessible.
Arranging home visits, 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. referral meetings and professional meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
Using email, intranet, Internet and Microsoft packages as required
Providing cover for secretarial/admin staff during periods of leave and sickness., + Undertaking copy/audio typing word processing support to the consultants and team 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 on a daily basis, 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, both written and by phone, according to local procedures.
+ Maintaining RIO database ensuring accurate and timely entry of necessary client data including CPA.
+ Registration and preparation of case notes for new patients.
+ Administration of allocation and closure of cases.
+ Implementing and maintaining effective client and team filing 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 home visits, 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. referral 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, etc.
+ Using email, intranet, Internet and Microsoft packages as required.
+ Accessing archived records using Web Dip software.
+ Providing cover for secretarial/admin staff during periods of leave and sickness.
+ Ensuring security of the premises when leaving.
+ Handling both routine and urgent matters using initiative and with minimal supervision.
+ Undertaking any other duties for the post as required to ensure efficient and effective running of the department/section.
Communication-
+ Liaison and telephone contact with clients, relatives, GPs, consultants, solicitors and social services staff within hospital and community health settings. To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel, using initiative in finding appropriate clinician for advice if required staff member is absent.
+ Providing and receiving complex and sensitive information.
+ Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.
+ Maintain sound working relationships and communication with all colleagues within Oxleas.
We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. 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.
Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process. We also discourage overuse of AI during the application process because this can negatively impact the quality of your application and may hinder your chances of being shortlisted. Thank you.

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