Team Administrator in Woolwich

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Oxleas

Team Administrator

Team Administrator in Woolwich

Woolwich Full-Time On-site

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Main area Adult Community Physical Health Services Grade Band 3 Contract Fixed term: 12 months (22.5 hours a week) Hours Part time - 22.5 hours per week Job ref 277-8344028-CPH

Site Garland Road Clinic Town Plumstead Salary £30,630 - £32,346 pa inc pro rata Salary period Yearly Closing 12/11/2026 23:59

Job overview

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

We are looking for an experienced administrator to join the Specialist Foot Service (Podiatric Surgery).

This is a busy and varied role; you will be based within the Team in the borough of Greenwich, providing administration support to the team. You should have excellent communication skills, verbal, listening and written, as you will be liaising with clients, carers, GP’s and other professionals with regard to administrative duties.

Excellent organisation skills and the ability to prioritise work are essential, as you will be setting up and maintaining office processes and procedures and managing conflicting deadlines. You must be able to respond to urgent referrals and messages and booking appointments.

Experience of Microsoft Office packages, including Excel, is desirable.

Experience of using RIO or other patient information systems would be an advantage, although full training will be given to the successful applicants.

Main duties of the job

Delivering an efficient, effective, administrative and clerical service for the Podiatric Surgery Service
To provide an administrative and clerical service to the team, opening, sorting and distribution of post and any relevant correspondence
Processing new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service
To prepare information, for example, client files, letters, reports, diagnostic information in line with local policies and procedures
To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies
To book appointments, meetings, rooms and interpreter services as required
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

Working for our organisation

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 Listen
We Care

Detailed job description and main responsibilities

To provide an administrative and clerical service to the Podiatric Surgery Team. To open, sort and distribute post and any relevant correspondence
To process new referrals and information, recording appropriate data using Oxleas Rio system to its full functionality for the service
To prepare information, for example, client files, letters, reports, diagnostic results in line with local policies and procedures
To collate, photocopy and distribute reports and other relevant information for GPs, internal and external agencies
To book appointments, meetings, rooms, transport and interpreter services as required
To collate agenda items, take minutes at team meetings and distribute information to team members as requested
To liaise with internal and external agencies on behalf of the team, to facilitate the resolution of problems related to equipment used by the team, for example computer, printer, photocopier, telephone internet access, 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 participate in the organisation and coordination of study days and training
To support the team lead to maintain records relating to study leave, sickness and annual leave, submitting statistics on a monthly basis using Healthroster
To establish and maintain effective working relationships with clients, carers the general public and all other staff working internally and externally to the Trust
To take account and act according to individual patient circumstance, giving due regard to cultural differences and diversity of clients, carers and service users in the local borough
To liaise with clients, GPs and other professionals with regard to administrative duties relevant to client care, for example, processing new referrals and arranging appointments
To ensure consistent and robust reporting of patient related information on Rio as requested and according to local policies
To provide input of service development ideas to the administrative team and develop current administrative procedures facilitating ongoing and efficient processes within the Service as required
To monitor and maintain the departmental stationery including stock for support equipment, for example, printers and photocopiers and facilitate access for staff as requested
To support with the ordering of equipment and medical supplies as directed by the team and Manager
To maintain a well organised filing and discharge system, to facilitate the efficient case management for the team to include archiving files according to Trust policy
To type updated guidelines/local policies and procedures as requested by the Manager
Demonstrate flexibility and negotiation skills with team members and clients in terms of appointment availability: implement solutions and strategies to participate in a team environment, seeking advice and support where necessary
To lead on and undertake other office duties relating to estate queries
To book venues for meetings and organise refreshments as requested
To ensure issues regarding Health and Safety risk management associated polices and guidelines, are reported to the Team Lead

Education

Education to GCSE/CSE level C (or equivalent) and above in English and Maths

Experience

Experience working in health or social care setting
Experience of working with public
Proven experience of working in a busy office environment and able to undertake duties required

Skills

Use of Microsoft Office packages including Excel
Knowledge and use of RiO

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.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/

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 badges

The 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 numbers

This vacancy may close early if it receives a high volume of applications. Please complete and submit your application in good time to avoid disappointment.

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