Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

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

• To support the staff of the Adult Autism Service by providing efficient and effective secretarial and administrative duties.
• To act as first and central point of contact for this service.
• To support and manage the referral process for these services.
• To be responsible for inputting and collating data requirements.
• To ensure agreed processes and procedures are in place locally to support service delivery in line with Trust policies and local guidelines.

Provide administrative support across the ASD teams, ensuring the smooth and effective delivery of services. The role includes managing diaries and appointments, coordinating meetings, preparing reports and correspondence, handling enquiries and telephone calls, maintaining accurate records and administrative systems, and supporting the organisation of clinics and meetings through the preparation of documentation and resources. The post holder will also manage correspondence and information sharing, ensuring administrative processes are completed efficiently and in line with service requirements.

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 Listen
• We Care

Key Task and Responsibilities

• Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance, minuting meetings, photocopying, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
• Tasks will include reading/entering service user notes using the service's data systems under the direction of team members and recording and processing new referrals to the services.
• Understand and follow the Safeguarding Vulnerable Adults and incident reporting processes within the service, liaising as necessary.
• Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
• Be aware of and develop, maintain and monitor administration system and processes within the service and Trust to ensure an efficient and effective support service, ensuring that team members are briefed in a timely manner of any changes.
• Accurately gather and maintain information, input and update statistical data for activity, performance and reporting purposes using databases/systems as directed. This may include information for research and audit purposes.
• Order stationery, equipment and supplies for the team and book team training as required, liaising with the relevant suppliers using the Trust systems.
• Liaise with team members, other services and stakeholders and partners, service…