Job description

Job responsibilities

• Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.

• Responsibility for retrieval of messages left on the Teams answer phone out of hours ensuring that such messages are directed to the relevant personnel.

• Summoning of relevant emergency services to the Locality Mental Health Team as and when need arises.

• Receiving all incoming post to the Locality Mental Health Team and distribute/disseminate as necessary.

• Receiving emails sent to the Locality Mental Health Team ensuring that these are directed to relevant personnel in a timely and efficient manner.

• Issuing via reception any documentation for service users, as instructed by clinicians.

• Daily liaising with Couriers ensuring that all post/medication is collected from the Locality Mental Health Team.

• Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and clients.

• Keeping movement chart on all staff updated throughout the day, as and when the need arises, including receiving update information from clinicians.

• Using current Trust electronic system to record and retrieve information on both service users and caseload holders.

• Manual recording (for future electronic input) of all arrival/seen/departure times of service users who are being seen by a medic ensuring that this information is accurate and complete.

• Manage and coordinate all room bookings.

• Booking of future appointments / reviews ensuring that necessary personnel are included in the appointment, all data work linked to appointment completed and any documentation issued as necessary.

• Printing of clinics list and collation of all the necessary information in readiness for the forthcoming weeks outpatient clinics to be held by the medics.

• Scanning of incoming documentation, ensuring that the scanned image is an exact duplicate of the original. Captured image to be uploaded onto the Trusts current electronic system and onto the correct service users electronic record, and original documentation shredded.

• Undertaking administrative duties photocopying.

Job responsibilities

• Respond to incoming calls and deal with enquiries in accordance with management procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician. Use initiative in finding appropriate clinician for advice if required staff member is absent.

• Responsibility for retrieval of messages left on the Teams answer phone out of hours ensuring that such messages are directed to the relevant personnel.

• Summoning of relevant emergency services to the Locality Mental Health Team as and when need arises.

• Receiving all incoming post to the Locality Mental Health Team and distribute/disseminate as necessary.

• Receiving emails sent to the Locality Mental Health Team ensuring that these are directed to relevant personnel in a timely and efficient manner.

• Issuing via reception any documentation for service users, as instructed by clinicians.

• Daily liaising with Couriers ensuring that all post/medication is collected from the Locality Mental Health Team.

• Implementing and maintaining effective communication systems with team, locality, acute in-patient staff, GPs and clients.

• Keeping movement chart on all staff updated throughout the day, as and when the need arises, including receiving update information from clinicians.

• Using current Trust electronic system to record and retrieve information on both service users and caseload holders.

• Manual recording (for future electronic input) of all arrival/seen/departure times of service users who are being seen by a medic ensuring that this information is accurate and complete.

• Manage and coordinate all room bookings.

• Booking of future appointments / reviews ensuring that necessary personnel are included in the appointment, all data work linked to appointment completed and any documentation issued as necessary.

• Printing of clinics list and collation of all the necessary information in readiness for the forthcoming weeks outpatient clinics to be held by the medics.

• Scanning of incoming documentation, ensuring that the scanned image is an exact duplicate of the original. Captured image to be uploaded onto the Trusts current electronic system and onto the correct service users electronic record, and original documentation shredded.

• Undertaking administrative duties photocopying.

Person Specification

Qualifications

Essential

• GCSE Maths & English A-C

Desirable

• NVQ or Equivalent

Experience

Essential

• 3+ Years working in a NHS Setting.

Experience

Essential

• Secreterial Admin Experience

Desirable

• Receptionist Experience

Qualifications

Essential

• GCSE Maths & English A-C

Desirable

• NVQ or Equivalent

Experience

Essential

• 3+ Years working in a NHS Setting.

Experience

Essential

• Secreterial Admin Experience

Desirable

• Receptionist Experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

Beckenham Beacon

379 Croydon Road

Beckenham

BR3 3QL

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)