Administrative and Clerical Officer | Oxleas NHS Foundation Trust
| Posting date: | 08 July 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £29,176 - £30,225 pa inc |
| Hours: | Full time |
| Closing date: | 07 August 2025 |
| Location: | Royal Borough of Geenwich, SE12 9DN |
| Company: | Oxleas NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 7178622/277-7178622-CPH |
Summary
We have an exciting opportunity for an administrative and clerical officer to work in a small team at The Horn Park Health Hub Drop-in clinic, formerly known as The Source.
The Horn Park Health Hub provides assessment, treatment and advice for patients who self-refer with health conditions and wellbeing concerns.
The post holder will be responsible for providing administrative support to Advance Clinical Practitioners/Advance Nurses working in the team.
The post holder will be expected to act as a central point for information and communication for the team and delivering an efficient, effective, administrative and clerical service for the clinic.
As first point of contact for the team, you must have the experience and ability to relate to patients, carers and professionals in a calm and empathetic manner and know when to escalate queries for an appropriate response.
The post holder will provide an administrative and clerical service to The Horn Park Health Hub undertaking all aspects of administrative duties. This involves processing new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for Horn Park Health Hub
Ensure all computer systems and databases are up to date with relevant information.
To support the reception service of the Clinic, including dealing with queries from the public and other professionals.
To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies.
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
Oxleas – 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 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
Key Task and Responsibilities
Toprovideanadministrativeand clericalservicetothe service, sortinganddistributionofpostandanyrelevant correspondence
Processingnewreferralsandinformation,recordingappropriatedatausing the Oxleas RiO systemtoitsfullfunctionalityforthe service
Preparationofinformationforexample,clientfiles,letters,reports,inlinewith local policiesandprocedures
Tocollate,photocopyanddistributereportsandotherrelevantinformationfor example,G.P.s, internal/external agencies
Tobookappointments,meetings, roomsandinterpreter services as required
To support the reception service of the Hub, including dealing with telephone queries from the public and other professionals
Tocollateagendaitems,takeminutesof service related meetingsanddistribute informationas requested
Toliaisewithinternalandexternalagencies,forexample,Contracted Services,ITdepartment onbehalfoftheservicetofacilitatetheresolutionproblemsrelatedtoequipment usedbytheteam,forexamplecomputer,printer,photocopier,telephone, internetaccessand soonas requested
Togatherdataasrequested,forexample,activitydataandstatistics, providingpunctualandaccurateinformationfollowingdepartmentalandlocal trustguidelinesas requiredon aweekly,monthlyandquarterlybasis
Toparticipateintheorganisationandcoordinationofstudydaysortraining
TosupporttheManagertomaintainrecordsrelatingtostudyleave,sickness andannual leave submittingstatisticsonamonthlybasisusingHealthroster
Establishand maintaineffectiveworkingrelationshipswith clients, carers, thegeneral publicandallother staffworkinginternallyandexternallyto thetrust
Totakeaccountandactaccordingtoindividualpatientcircumstance,giving dueregardtoculturaldifferencesanddiversityofclients,carersandservice usersinthelocalborough
Liaisewithclients,carers,G.P.sandother professionalswith regard toadministrativeduties relevanttoclient care,forexample,processing newreferrals,arrangingappointments, booking transport.
Ensureconsistentandrobust reportingof patient relatedinformationon RiO as requestedandaccordingto localpolicies
Receiving and processing patient referrals from the Patient Flow and Community Team as required. Support with discharge of clients from the service ensuring discharge notification and referrals to other teams / external agencies are processed appropriately and in a timely manner.
Toprovideinputof service development ideas totheadministrative teamand developcurrentadministrativeproceduresfacilitatingon-goingandefficient processeswithintheService as required
Tomonitorandmaintainthedepartmentalstationeryincludingstockfor supportequipment,forexample,printersandphotocopiersandfacilitate accessfor staffas requested
Tosupportwiththeorderingofequipmentandmedicalsuppliesasdirected bytheteamand Manager
Tomaintainanefficientfilinganddischargesystemtofacilitatetheefficient casemanagementfortheteamtoincludearchivingfilesaccordingtoTrust policy
Totypeupdatedguidelines/localpoliciesandproceduresasrequestedbytheManager
Demonstrateflexibilityandnegotiationskillswithteammembersandclientsin termsofappointmentavailability;implementsolutionsandstrategiesto participateinateamenvironment,seekingadviceandsupportwhere necessary
Toleadonandundertakeotherofficedutiesrelatingtoestatequeries
Tobookvenuesformeetingsandorganise refreshmentsas requested
ToensureissuesregardingHealthandSafety riskmanagement or associated policies andguidelines, are reported totheTeam Lead
To have oversight of the schedule for the building and manage room bookings in the Hub and communicate any concerns to the manager.
This advert closes on Tuesday 15 Jul 2025
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.