An exciting opportunity has become available to work for the Oxleas Perinatal Team.
We are looking for an enthusiastic team administrator with experience within mental health services to work alongside our care navigator and team administrators within the Perinatal Mental Health Team. Our team offers support and intervention to people who are within either the antenatal stage of pregnancy or postnatal (up to 2 years) who are struggling with their mental health.
The successful candidate will primarily be responsible for supporting the team, liaising with internal and external agencies as required as well as dealing with clients on the telephone. In this role, you will be attending meetings, taking minutes, using Excel spreadsheets, compiling notes into letter format, and sending them using hybrid mail.
The successful candidate will need to have a good working knowledge of computer packages and be able to work under pressure, follow instructions, and complete tasks as scheduled. Experience of working in an NHS environment is desirable.
You will be joining a small, friendly, and efficient admin team to ensure the smooth running of the Oxleas Perinatal Mental Health Service. You will primarily be responsible for the coordination of the Oxleas Perinatal Mental Health Service inbox. This will include the processing of incoming referrals and dealing with all incoming external enquiries.
The Perinatal team operates Monday - Friday 9-5.
Main duties of the job
You will be responsible for processing new referrals, attending daily triage meetings, liaising with duty clinicians regarding new referrals, composing relevant letters regarding the outcome of referrals, and allocating clinicians for assessments/appointments.
You must be computer literate with a working knowledge of Microsoft Word and Excel.
You will require experience of managing electronic diaries or similar experience.
You will be able to communicate professionally and clearly with both clients, their carers, and colleagues (both internally as well as external agencies). You will also require excellent written communication with good attention to detail.
You will be a good team player, building rapport with colleagues and promoting good working relationships.
You will be able to prioritise effectively.
Willingness to work with a degree of flexibility and adaptability.
About us
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 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, 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
Job responsibilities
* Processing new referrals, attending daily triage meetings, liaising with duty clinicians regarding new referrals, composing relevant letters regarding the outcome of referrals, and allocating clinicians for assessments/appointments.
* Undertaking word processing/audio (using Microsoft Office packages), G2 (dictation system) support for the provision of required reports, letters, summaries, etc. within the set standards.
* Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
* Supporting the use of technologies to communicate with clients e.g. setting up attend anywhere clinic appointments, MS Teams meetings.
* Responding to incoming calls and dealing with enquiries in accordance with team and organisation procedures. Recording all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Using initiative in finding appropriate clinician for advice if required staff member is absent.
* Implementing and maintaining effective communication systems with the team, locality, acute in-patient staff, GPs, and service users and their support networks.
* Distributing/disseminating post as necessary.
* 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.
* Providing assistance to clinicians in troubleshooting computer issues.
* Booking interpreter services to attend meetings.
* Minute taking.
* Scanning incoming correspondence and reports / blood results / prescription cards / ECG and any other investigations ensuring all correctly uploaded into electronic system using the correct naming convention.
* Providing cover for other admin staff during periods of leave and sickness.
Person Specification
Experience
* 2 years Administration experience
* Experience in an NHS setting or similar organisation
Skills and Knowledge
* Computer literate with a working knowledge of Microsoft Packages
Skills
* Take and transcribe accurate formal minutes
* Touch typing
Experience
* Experience of using electronic clinical records (e.g. Rio)
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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