Job Description

At Oxleas NHS Foundation Trust, we offer a wide range of NHS healthcare services to people living in South-East London and to people in prison across England. Our wide array of services includes community health care, such as district nursing and speech and language therapy, care for people with learning disabilities and mental health such as psychiatry, nursing and therapies.



Oxleas is a great place to work. It has been recognised as one of the Top 10 Best Places to Work 2023 by the Sunday Times amongst very big employers. Our staff survey results show that we are in the Top 5 in England and the highest in London for staff experience amongst similar trusts.

Important Sponsorship Information for this post:

We are unable to offer a certificate of sponsorship for this post.



To support the Admin Manager in the administration, reporting requirements and workforce duties.



To deputise in the absence of the Admin manager to organise, support and assist in the management of their diary and meeting commitments. The post holder will need to be conscientious, meticulous, and at all times act in a confidential manner.



To handle all of the complaints, correspondence and queries from patients, internal stakeholders and external stakeholders.



The post holder will need to be highly motivated, be able to work unsupervised, be able to use own initiative, prioritise own workload, be able to deal with a number of complex issues at one time and work under pressure. The post holder will be required to supervise junior colleagues.



The post holder will be required to work Monday to Friday 09.00-17.00



The post holder will represent Oxleas NHS Trust in a professional and friendly manner.



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

We Listen

We Care



KEY RESPONSIBILTIES / OUTCOMES



1. Monitor and track all correspondence, complaints, medical records, and queries from internal stakeholders (business hub), patients and external stakeholders.



2. To receive, investigate and satisfactory resolve patient and service user enquiries received via the complaint's boxes with escalation / assistance from the line manager.



3. Provide a timely response to all correspondence, complaints, medical records, and queries in line with trusts policy and departmental SOP's.



4. To provide an empathetic and responsive advice service to patients and other staff



5. To frequently communicate with patients on the telephone and via written / email communication



6. To record any conversations / notes accurately on a patients record.



7. To work as part of a team, communicating with the patients and escalating where necessary



8. To escalate any appeal responses to the line manager



9. To be aware of the difference between experiences and formal complaints.



10. To assist with collecting and auditing organization-wide patient feedback.



11. To record and maintain PASL enquiries on the Datix database system, escalating issues where necessary.



12. To support the keeping in touch service by responding to enquiries arranging communications including video calls and writing for patients.



13. To escalate enquiries to the Admin Manager when appropriate.



GENERAL ADMINISTRATIVE



1. To be able to demonstrate good communication skills at all times and to behave in a polite, professional, and respectful way towards others - in line with Oxleas Values



2. Receiving and dealing with telephone enquiries as appropriate



3. Input and look up data on Trust IT systems in accordance with Trust Policy



4. To ensure post is opened daily and dealt with accordingly.



5. Photocopying, scanning, and filing letters as required.



6. Communication liaises with staff and service users.



7. To assist colleagues as directed by Line Manager in times of pressure of work.



8. Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.



9. Provide excellent telephone skills.



10. Accurately record telephone messages and other enquiries and refer as appropriate.



11. Provide efficient communication and problem solving both face to face via telephone.



12. B e sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g., aggressive, or demanding behaviour.



13. Attend 1-1 / admin team / departmental meetings on a regular basis.



14. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.



15. Great attention to detail



16. Engage in the daily huddles to ensure fair delegation of team work



17. Complete other duties at the discretion of management and in the absence of others that may not be in your job description.



Management responsibilities



Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service



Ensure health and safety policies are implemented with the staff group e.g. work station assessments etc. Work and support the Admin manager to implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice.



The Senior administrator will support any redesign work of the integration of administrative service delivery. The support will be both at clinician level and administrative and clerical level; implementing and supporting redesigned processes as directed by the Operational Manager/Administration Manager.



On a day to day basis, the Senior administrator will undertake a variety of administrative and clerical duties; including supporting the Operational Manager and the wider management team to ensure service delivery is effective and efficient. Line management will also form a part of this role.



The Senior administrator will create and maintain interpersonal relationships and possess excellent communication skills to ensure effective working relationships at all levels, internal and external to the Trust, including NHS and non NHS organisations across the national health community.

IMPORTANT INFORMATION, PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation



Proof of ID, needs to include 1 photographic ID



Proof of address documentation



Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.



Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.



Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.



In order to assist you in obtaining a Police Certificate, guidance can be sought from: https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants



If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website ( http://www.fco.gov.uk/en ).