The post holder will be expected to support the service with general administration duties, with a particular focus on supporting the team with prescriptions.
The post holder will be part of a busy but supportive team, and the post will provide the opportunity to develop knowledge and skills working in an NHS service.
The post holder will receive full support from the Administration Lead and the whole team to be able to carry out the role.
To provide general administrative support to the service, including dealing with telephone queries, maintaining databases, recording information on clinical systems and ensuring the smooth running of the service.
The role will have a specific function in supporting the team to manage the high number of prescriptions that the service manages
Specific functions of the role will include:
Maintaining a database of prescriptions
Sending out a weekly list of prescriptions to clinicians
Checking the email inbox for prescription requests
Posting prescriptions to pharmacies
Updating RIO records
Chasing up test results
Dealing with telephone queries.
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 Fair
- We Listen
- We Care
To carry out standard operating procedures seeking advice from other colleagues as appropriate
To respond to incoming calls and emails and deal with enquiries in accordance with local procedures. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant service/clinician.
To open, sort and scan post and any relevant correspondence for the Adult ADHD Service.
To maintain and update the Prescription database (Excel spreadsheet)
To send out the weekly prescription list to clinicians
To maintain the Medication Inbox, dealing with prescription requests, medication issues
To prepare and post out prescriptions to designated Pharmacies and upload to RiO including adding progress notes
To chase vitals/ECG results and blood test results from GP, Phlebotomy Departments
To deal with telephone queries from Service users, Pharmacies and GPs regarding medication and escalate appropriately
To scan/upload documents to RIO, using the Trust standards and naming conventions
To process new referrals and information, recording appropriate data onto RiO, using RiO to its full functionality for the services
To provide administrative and clerical support to the Adult ADHD Service for processing new referrals and booking initial appointments
To contact service users with reminders for appointments as required
To input/update information on the database, ensuring quality of data and completeness
To record contacts and actions on RIO according to local policies
To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy.
To assist bank or administration support staff in undertaking duties within the team as directed by Admin Team Lead.
To assist with the caseload administration for the Adult ADHD Service
To prepare information for example, client reports, letters, hard copy records/reports for clinics, in line with local policies and procedures
To collate, photocopy and distribute reports and other relevant information to parents and professionals, for example, education staff, G.P.s, internal/external agencies following local policies and procedures.
To attend courses and statutory training as identified through supervision and PDR
To pursue personal development of skills and knowledge necessary for the effective performance and development of the role
To manage own workload, time management and transport needs in line with Trust, departmental and line manager guidelines and demonstrates an ability to prioritise tasks.
To handle complaints (if first point of contact) in line with local policies and procedures and to escalate appropriately if they cannot be resolved at first point of contact.
Ensure consistent and robust reporting of patient related information as requested by Admin Team Lead
To contribute to the development of efficient administrative procedures within the department as required
To ensure issues regarding Health and Safety risk management or associated policies and guidelines, are reported to the Admin Team Lead
To have due regard for your own personal safety, in particular to have regard to moving and handling regulations and to keep the working environment ergonomically safe.
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