Administrative and Clerical Officer; GRE SPA

Administrative and Clerical Officer (GRE SPA)

Important Sponsorship Information for this post:
We are unable to offer a certificate of sponsorship for this post.

Children & Young People (CYP) - Single Point of Access (SPA)

Permanent Full Time Role - 37.5 hours per week

Based at Memorial Hospital or High Point House and other Trust sites

Flexible shifts to cover the SPA operational hours of 8:00am to7:00pm (currently working to 5pm) , Monday to Friday.

May include some WFH (after training ) but subject to operational needs.

This post is within an Admin team providing a single point of access support for healthcare professionals, parents, carers and young people.

The Role is in a phone centre environment, as a team dealing with approx. 130 calls a day, whilst carrying out admin duties.

This is a varied role creating referrals, booking appointments, taking messages/dealing with queries, scanning documents, uploading them to the RIO system, sending out reports.

This is a very demanding role - you must have the focus and ability to switch back and forth between tasks and excellent attention to detail is key.

• Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments.
• To provide reception duties - allowing secure access , preparing clinic rooms for use, maintaining records of key holders and alarm and door codes.
• To respond to incoming calls and emails and deal with enquiries. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant service /clinician.
• To open, sort and scan post and any relevant correspondence for SPA and SCS. Notify the relevant SCS service/clinician of new documents available to view on RIO.
• To scan/upload documents to RIO, using the Trust standards.
• To process new referrals and information, recording appropriate data onto RiO.
• To book appointments, clinics, meetings, and rooms as required for SCS.
• To book interpreter services as required.
• To produce clinic appointment letters, book rooms for group therapy and interpreter services as required.
• To contact service users with reminders for appointments as required.
• To despatch outgoing correspondence via post room, email or DOCMAN as appropriate.
• To input/update information on the database, ensuring quality of data and completeness.
• To check waiting list information and prioritise and action accordingly.
• To record contacts and actions on RIO according to local policies.

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
• We Listen
• We Care

To be the first point of contact for service users via Generic Mail and Call centre.

To be part of the administrative service to the SCS and CAMHS including management of referrals and booking appointments together with related administration.

To follow up DNAs, outstanding review appointments and unanswered 14 day letters.

Successful candidates will demonstrate:

• Sound knowledge of Patient database system such as RIO, PIMMS
• Microsoft Office
• Good communication and Telephone skills
• Ability to cope under pressure
• Ability to communicate effectively both orally and in writing
• Ability to work without direct supervision using own initiative, ensuring productivity is high and targets are met in line with service objectives
• Good time management skills and reliability
• Ability to organise and prioritise workload effectively
• Ability to work effectively as part of a team
• Ability to empathise and deal tactfully with families, service users and colleagues
• Sound understanding of confidentiality and its…