Job summary To provide an administrative and clerical service to the District Nursing Team, undertaking all aspects administrative duties. Main duties of the job To provide an administrative and clerical service to the District Nursing team. Processing new referrals and information, recording appropriate data using the Oxleas RiO system to its full functionality for the service. To collate agenda items, take minutes at team meetings and distribute information to team members 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 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. Liaise with clients, carers, care homes, and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments. Ensure consistent and robust reporting of patient related information on RiO as requested and according to local policies. To maintain an efficient filing and discharge system to facilitate the efficient case management for the team to include archiving files according to Trust policy. 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. 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 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 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 Job description Job responsibilities To provide an administrative and clerical service to the District Nursing team(s), Opening, sorting and distribution of post and any relevant correspondence. Processing new referrals and information, recording appropriate data using the Oxleas RiO system to its full functionality for the service. Preparation of 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 example, , internal / 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, for example, Contracted Services, IT department on behalf of the team to facilitate the resolution problems related to equipment used by the team, for example computer, printer, photocopier, telephone, internet access and so on 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 or training. To support the Manager to maintain records relating to study leave, sickness and annual leave submitting statistics on a monthly basis using Healthroster. 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. Liaise with clients, carers, care homes, GPs and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments. 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 on-going 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 an efficient 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 or associated policies and guidelines, are reported to the Team Lead. Person Specification Essential Essential Experience working in an administrative / secretarial role Experience working in an admin role Essential Essential Experience of using IT Packages IT Packages such as Word, Outlook MS Teams, Excel Desirable Knowledge and experience of RiO Essential Essential Ability to communicate effectively, by phone and email Test Essential Test #J-18808-Ljbffr
