Administrator

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.

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 users and carers/families as necessary.
• As the first point of contact to the team, listen, respond and relate to service users and all callers in a skilled manner in person and over the telephone, recognising when to escalate queries and concerns. At all times maintain confidentiality and discretion.
• Assist with induction of new staff.

Management responsibilities

Participate in reviewing and updating existing internal processes and policies appropriate to role as agreed with the Team Manager, ensuring that this information is available to staff.

Communication

• Use and maintain excellent, effective and accurate spoken communication skills across role, including taking and making phone calls and telephone messages, communicating and sharing information as necessary within and outside the service, responding sensitively and professionally in person and on the telephone, sometimes in challenging circumstances and to people who may be distressed, anxious or angry.
• Use and maintain excellent, effective and accurate written communication skills across role, writing letters, e-mails, message etc as directed. Produce correspondence, reports and training materials as directed using appropriate formats and technology I.e. Excel, PowerPoint, audio typing etc.
• Act as a central point of contact with all support departments i.e. Payroll, Finance, IT, Supplies.
• Take accurate minutes at meetings and ensure that these are cascaded in a timely manner to relevant stakeholders.

Training and development

• Maintain, develop and produce induction/orientation programs for new members of staff & students as directed by Team.
• Take part in supervision and PDR process and maintain and develop own skills and knowledge by taking part in Continuing Development.
• Have a good working knowledge of relevant policies and procedures relevant to the service and role.

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

Essential: - Minimum 2 years of secretarial/admin work or similar experience

Essential: - Be able to efficiently operate/use office equipment and administration systems

Desirable: - Experience of using Rio

Essential: - Take and transcribe accurate formal minutes

Essential: - Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint