Administrative and Clerical Officer (SPA) BEX | Oxleas NHS Foundation Trust

Posting date:	21 January 2026
Salary:	Not specified
Additional salary information:	£29,179 pa inc
Hours:	Full time
Closing date:	20 February 2026
Location:	Sidcup, DA14 6LT
Company:	Oxleas NHS Foundation Trust
Job type:	Contract
Job reference:	7747877/277-7747877-CYP

Summary

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

4 x FTC posts for 15 Months
(With possible extension and opportunity to join the Bank)

Operational Hours:7:30am–7:00pm (currently operating 7:30am–5:30pm), Monday to Friday.

After successful completion of training, one variable work‑from‑home daymay be available, alongside a4‑day working weekrota pattern—subject to operational needs.

Base:QMH Acorns and other Trust site

This post sits within the Admin Team supporting the Children’s Specialist Community Services Single Point of Access (SPA).

SPA receives approximately130 calls per day, and the role requires participation in call‑centre duties, liaising with service users and healthcare professionals. There is an expectation to manage, resolve, and action calls, alongside completing a range of administrative responsibilities as part of this dual role.

This is a varied role involving:
• Creating referrals
• Booking appointments
• Taking messages and handling queries
• Scanning documents and uploading them to the RIO system
• Sending out reports
• Scanning and electronically distributing post
• Routine administration duties

The post also providesreception cover, including:
• Meeting and greeting families attending appointments
• Preparing clinic rooms
• Waiting‑room management

This is ademanding and fast‑paced role. You must be able to switch between tasks quickly and maintain excellent attention to detail at all times.
• To provide reception duties - meet and great families and children, allowing secure access , prepare clinic rooms for use, provide waiting area management, answer calls.
• To respond to incoming calls VIA SPA call centre and emails and deal with enquiries. Record all messages VIA RIO accurately ensuring appropriate action is taken and messages passed to the relevant service /clinician.
• Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals, arranging appointments
• To open, sort and scan post and any relevant correspondence
• To scan/upload documents to RIO, using the Trust standards.
• To process new referrals and information, recording appropriate data onto RiO.
• To book appointments, clinics, meetings, and rooms as required for SCS.
• To book interpreter services as required.
• To produce clinic appointment letters, book rooms for group therapy and interpreter services as required.
• To contact service users with reminders for appointments as required.
• To despatch outgoing correspondence via post room, email or hybrid as appropriate.
• To input/update information on the database, ensuring quality of data and completeness.
• To check waiting list information and prioritise and action accordingly.
• To record contacts and actions on RIO according to local policies.

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
• To be the first point of contact for service users via Generic Mail and Call centre.
• To be part of the administrative service to the SCS and CAMHS including management of referrals and booking appointments together with related administration.
• To follow up DNAs, outstanding review appointments and unanswered 14 day letters.

Successful candidates will demonstrate:
• Sound knowledge of Patient database system such as RIO, PIMMS
• Microsoft Office
• Good communication and Telephone skills
• Ability to cope under pressure
• Ability to communicate effectively both orally and in writing
• Ability to work without direct supervision using own initiative, ensuring productivity is high and targets are met in line with service objectives
• Good time management skills and reliability
• Ability to organise and prioritise workload effectively
• Ability to work effectively as part of a team
• Ability to empathise and deal tactfully with families, service users and colleagues
• Sound understanding of confidentiality and its relation to health care delivery
• Ability to work flexibly and be responsible to changing demands and frequent interruptions


• To record contacts and actions on RIO according to local policies.
• To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy.
• To assist bank or administration support staff in undertaking duties within the team as directed by Admin Team Lead. To support staff in learning office and reception processes and protocols.
• To assist with the caseload administration for SCS clinicians and therapists in the community.
• To prepare information for example, client reports, letters, hard copy records/reports for clinics, in line with local policies and procedures.
• To assist in processing Data Protection and Subject Access enquiries, e.g. photocopying files, at the request of the Admin Team Lead and task co-ordinator, to ensure that all necessary information is provided in an efficient and timely manner.
• To collate, photocopy and distribute reports and other relevant information to parents and professionals, for example, education staff, G.P.s, internal/external agencies following local policies and procedures, ensuring that the appropriate parental consent has been received.
• To despatch outgoing correspondence via post room, email or DOCMAN as appropriate.
• To maintain log of specialist clinical equipment, logging issue and return and tracking and actioning schedule of maintenance and testing of the equipment as appropriate to the location.
• To maintain a log of equipment held by SPA and loaned to service teams e.g. projectors.
• To issue and record on RIO any non returnable equipment and supplies to service users as approved by SCS therapists/clinicians e.g. hearing aid batteries.
• To participate in the organisation and coordination of study days or training (including collating request forms).
• 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 attend courses and statutory training as identified through supervision and PDR.
• To pursue personal development of skills and knowledge necessary for the effective performance and development of the role.
• To work as part of a team and to undertake office or reception duties in the absence of other members of the admin team.
• To book venues for meetings and organise refreshments as requested.
• To take/type minutes of team meetings and distribute information to team members as requested.
• To undertake copy typing and formatting duties to include reports containing terminology relating to therapies, letters, memos and service documents and PPDRs as required.
• To distribute reports, letters, memos, payslips and service documents as required.
• To request and fulfil stationery orders for supplies for SPA and SCS staff business use.
• To photocopy, send faxes and laminate materials.
• To maintain a supply of handouts and leaflets issued to service users e.g. audiogram forms, dietitian pre-assessment food diaries, parental consent forms, service questionnaires, maps, follow up appointment cards, complement slips and all services leaflets,.
• To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks.
• To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact.
• To support the Admin Team Lead to maintain records of sickness absence (e.g. recording absence notifications in spreadsheet and emailing appropriate line manager/supervisor).


This advert closes on Wednesday 28 Jan 2026

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