Administrative and Clerical Officer; SPA BEX

Administrative and Clerical Officer (SPA) BEX

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 day may be available, alongside a 4-day working week rota 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 approximately 130 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

The post also provides reception cover
, including:

• Meeting and greeting families attending appointments
• Preparing clinic rooms

This is a demanding 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 greet families and children, allowing secure access , prepare clinic rooms for use, provide waiting area management, answer calls.
• To respond to incoming calls VIA SPAcall 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 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…