Job Title

Main area Adult Community Physical Health Services Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 277-7332562-CPH Employer Oxleas NHS Foundation Trust Employer type NHS Site Memorial Hospital Town London Salary £29,176 - £30,225 pa inc Salary period Yearly Closing 17/08/2025 23:59 Band 3Job overviewImportant Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.To provide administration to the Community Neuro Rehabilitation Team and assist the main admin team by providing support to CRSTAT, Reablement, Frailty and the Falls Prevention teams when necessary. Main duties of the jobMain duties involve processing referrals to the services and ensuring appropriateness and accuracy of information. The post holder will be expected to act as a central point for information and communication for the Neuro Rehabilitation Team. Working for our organisationOxleas 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 Listen We Care Detailed job description and main responsibilitiesAct as the first point of contact to clients on the telephone, maintaining calmness, politeness and good customer relationship skills at all times. To provide detailed and relevant information describing rehabilitation and social care services available in Greenwich for people with a range of differing needs Provide a point of contact for the members of Neuro team by telephone and written correspondence. Take clear and concise messages for other members of the team. Forward messages to staff members in a timely manner To effectively analyse and respond to situations as they arise, problem solving and alerting appropriately. Arrange appointments with service users ensuring clear communication and documentation on the relevant IT system To follow-up and provide feedback for referrals inappropriate for the therapy and social care teams and advise future suitable action. Maintain client databases and provide statistical information as required Processing new referrals and information, recording appropriate data onto spread sheets, waiting lists and sending acknowledgement letters, including the use of RiO and MOSAIC to its full functionality for the services. Take details of self referrals from patients and carers over the phone and process using a template To book interpreter services as required for appointments Support therapy and nursing staff with discharge reports and ensure they are processed in a timely manner and uploaded to RIO in accordance with local policies and procedures. To collate, photocopy and distribute reports and other relevant information to, for example, education staff, G.P.s, internal/external agencies, following local policies and procedures, ensuring that appropriate consent has been received. Opening, sorting and distribution of post and any relevant correspondence . To collate agenda items, take minutes at team meetings and distribute information to team members as requested. To liaise with internal and external agencies, for example, Rydons, Conceptunet, IT department on behalf of the team to facilitate the resolution problems related to equipment used by the team, for example computer, printer, photocopier, telephone, internet access and so on as requested. 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 take account of and act according to individual patient circumstance, giving due regard to cultural differences and diversity of patients, carers and service users in the Borough of Greenwich. Ensure consistent and robust reporting of patient related information on RiO and MOSIAC as requested and according to local policies. To provide input of service development ideas to the administrative team and develop current administrative procedures, facilitating on-going and efficient processes within the department as required To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for clinical staff as requested. To process discharged files ensuring database recording to facilitate efficient retrieval of files and organise external archiving of information in line with Trust policy Demonstrate flexibility and negotiation skills with team members and patients in terms of appointment availability; implement solutions and strategies to participate in a team environment, seeking advice and support where necessary. To ensure the ‘end of day safety’ mobile phone system is completed daily, and logged To book venues for meetings and organise refreshments as requested. To ensure issues regarding Health and Safety risk management or associated policies and guidelines, are reported to the Operational Manager. To undertake any other tasks appropriate to the post including general administrative duties, typing support, minute taking and other functions in order to enable the team to provide an effective service. Person specificationEducation/QualificationsEducation to GCSE/CSE level C and above, RSA II /City & Guilds Qualification in typing/administration or NVQ Level 3 ExperienceProven experience of working in a busy office environment and able to undertake duties required Experience of working with public Skills/Abilities/KnowledgeKnowledge and use of RiO and MOSIAC Intermediate use of Microsoft Office packages including Excel Ability to prioritise own work We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request. If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs. We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview. Use of Artificial Intelligence (AI) If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process. We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process. Employer certification / accreditation badgesThe postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. Application numbersThis vacancy may close early if it receives a high volume of applications. Please complete and submit your application in good time to avoid disappointment.#J-18808-Ljbffr