Administrative and Clerical Officer (UK Visa Sponsorship)

Job Description

About the Role

Oxleas NHS Foundation Trust is seeking a dedicated Administrative and Clerical Officer to join the Children & Young People (CYP) Single Point of Access (SPA) team. This is a fast-paced, permanent, full-time role based at Memorial Hospital, High Point House, and other Trust sites, supporting healthcare professionals, parents, carers, and young people.

The SPA team handles approximately 130 calls per day and manages administrative tasks across multiple services. You will contribute to a variety of duties including referrals, appointment bookings, document scanning, correspondence, and data management in the RIO system.

The role requires excellent multitasking skills, meticulous attention to detail, and the ability to thrive in a high-demand environment.

Flexible shift patterns cover SPA operational hours from 8:00am to 7:00pm, Monday to Friday (currently 5:00pm), with potential for partial work-from-home after training, subject to operational requirements.

Key Responsibilities

Administrative Duties

• Process new referrals, arrange appointments, and manage schedules for clinicians and therapy teams.
• Scan, upload, and maintain documents on RIO, ensuring compliance with Trust standards.
• Prepare and dispatch correspondence, letters, and reports to families, schools, and GPs.
• Book interpreters, meeting rooms, and group therapy venues as required.
• Support data collection and provide accurate statistics for departmental and Trust reports.
• Maintain logs for SPA equipment, including issue, return, and maintenance schedules.
• Assist in processing Data Protection and Subject Access requests efficiently and securely.

Reception & Communication

• Serve as the first point of contact for service users via phone and email.
• Provide reception duties, including secure access management, clinic preparation, and record keeping.
• Communicate effectively with parents, carers, schools, and healthcare professionals.
• Follow up on missed appointments (DNAs), outstanding reviews, and 14-day letters.

Team Support & Development

• Assist colleagues and support staff with administrative duties and office processes.
• Take minutes of team meetings and distribute information accurately.
• Participate in training, statutory courses, and continuous professional development.
• Support the Admin Team Lead with sickness records and staff coordination.

Person Specification

Essential Qualifications

• GCSE/CSE level C or above
• Proficient IT skills (Microsoft Office or equivalent)

Experience

• Minimum 6 months working in an office or administrative environment
• Experience working with the public
• Knowledge of office procedures and administrative processes

Skills & Attributes

• Effective verbal and written communication
• Ability to work under pressure and prioritize tasks
• Strong attention to detail and accuracy
• Ability to work independently and as part of a team
• Sound understanding of confidentiality in healthcare

DBS & Compliance

This post is subject to Disclosure and Barring Service (DBS) checks in line with the Rehabilitation of Offenders Act (Exceptions Order) 1975.

Applicants must have the right to work in the UK and comply with relevant regulations:

• Right to Work in the UK
• Disclosure and Barring Service Guidance
• Skilled Worker Visa Guidance
• Criminal Record Checks for Overseas Applicants
• NHS Employment Standards

About Oxleas NHS Foundation Trust

Oxleas NHS Foundation Trust provides a broad range of community, mental health, and secure services across London and Kent, including hospital care, district nursing, and specialist mental health support. Our teams work closely with local councils, voluntary sectors, and other NHS organisations to deliver high-quality, patient-centred care.

We have over 125 sites, including Queen Mary’s Hospital, Sidcup, Memorial Hospital, Woolwich, and the Bracton Centre, supporting diverse communities and vulnerable populations.

Our Values:

• We’re Kind
• We Listen
• We Care

Oxleas NHS Foundation Trust is committed to improving lives through excellent care, fostering staff development, and maintaining a supportive, inclusive workplace.