Team Administrator (Band 3) - Children & Young People - Oxleas NHS Foundation Trust

Main area Children & Young People Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (On a shift basis 9am-5pm, 8.30am-4.30pm, 10am-6pm) Job ref 213-CYP-A

Site Highpoint House Town London Salary £29,651 - £31,312 pa inc Salary period Yearly Closing 31/07/:59 Interview date 22/08/2025

Job overview

Overview of the Post

• To support staff within the multi-disciplinary team, by providing efficient and effective secretarial and administrative duties.
• To be responsible for inputting data onto RIO as required.
• To ensure agreed processes and procedures are in place locally to support the team/service delivery in line with Trust policies and local guidelines.
• To service a variety of meetings as required which will require organisation and sometimes minute taking.
• Will be required to support the reception function to maintain a smooth running of Services.
• Will work closely with other admin colleagues to enable team working and effective cover arrangements.

Main duties of the job

Key Task and Responsibilities

• Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
• Works on own initiative with minimal supervision, with ability to ask for help when required. Manages and is able to prioritise workload.
• Responsible for liaising with staff within the team.
• Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
• Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
• Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
• Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
• Be actively maintaining data quality within RIO, including opening and closing of referrals.

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

Key Task and Responsibilities

• Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
• Works on own initiative with minimal supervision, with ability to ask for help when required. Manages and is able to prioritise workload.
• Responsible for liaising with staff within the team.
• Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
• Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
• Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
• Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
• Be actively maintaining data quality within RIO, including opening and closing of referrals.

Person specification

• Educated to GCSE Level or Equivalent, including Maths and English, NVQ Level 3 or Equivalent experience
• Experience of Working in a secretarial job role

Experience

• Educated to GCSE level including English Language and Mathematics
• Experience of working within the NHS , Local Authority or a similar setting
• Knowledge of working in the NHS or Local Authority or similar settings.
• Knowledge/Experience of working in an NHS setting & or Local Authority service or similar

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 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.

Name Nicole Chandler Job title Senior Admin Lead/PA to Operational Manager Email address Telephone number