Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Secondment: 15 months
- Hours
- Full time - 37.5 hours per week
- Job ref
- 277-6664789-AAC-A
- Employer
- Oxleas NHS Foundation Trust
- Employer type
- NHS
- Site
- Pinewood House
- Town
- Dartford
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 02/09/2025 23:59
- Interview date
- 15/09/2025
Employer heading
Patient Flow Administrator
Band 3
Job overview
We are seeking a dedicated and compassionate Patient Flow Administrator to join the Bed Management Team.
If you are looking for new challenges or to advance your career, this is an excellent opportunity.
The ideal candidate will be hardworking, caring, and able to work effectively within a multidisciplinary team.
As a Patient Flow Administrator, you will be an integral part of the Bed Management team and you will receive ongoing support from your peers and team manager, as well as individual supervision and participation in reflective practice groups.
We welcome applications from individuals seeking a new challenge.
Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.
Main duties of the job
To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including medics, managers and clinicians within a busy Patient Flow Hub. The role will include the organisation of filing systems and service users’ records and competent keyboard/audio skills. To liaise with external agencies as required.
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’re Kind
- We’re Fair
- We Listen
- We Care
Detailed job description and main responsibilities
- Ensure all bed states are accurate in real time. Ensure the Patient Dashboard is up to date , provide training for all staff in the use and maintenance of the dash board.
- Ensure all definite and potential discharges are flagged.
- Liaise and support with senior administrator and Patient flow managers to agree current priorities.
- to provide reliable and consistent information on a frequent basis on the trust bed state to Patient Flow Team.,
- Monitor bed flow and ensure timely and accurate recording of bed availability.
- Ensure up to date information is available for surge, conference and bed escalation calls/ meetings.
- Liaise with other hospitals to facilitate patient transfers and repatriations in a timely manner.
- Ensure patient information is kept safe, confidential, up to date and accessible. Work flexible hours.
- Providing cover for the other the Patient Flow Senior Administrator during periods of leave, sickness or to alleviate workload of colleague as necessary.
- Messages left overnight on answer phone are distributed appropriately.
- Incoming calls via telephone/personally delivered are prioritised and distributed accordingly.
- Undertaking word processing/audio support for the provision of required reports, letters, summaries, etc. within the set standards.
- Using RIO (electronic system) to record and retrieve information on both service users and caseload holders.
- Implement and maintain effective electronic filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
- Respond to incoming calls and deal with enquiries in accordance with management procedures. Process referrals for inpatient beds, ensuring all information is gathered and recorded appropriately. Record all messages accurately ensuring appropriate action is taken and messages passed to the relevant discipline/clinician.
- Implementing and maintaining effective communication systems with team, crisis teams, acute in-patient staff and community staff across the trust, other outside agencies and service users.
- Processing of Data Protection enquiries, liaising with both service users and clinicians to ensure that all necessary information is provided in an efficient and timely manner.
- Undertake administrative duties – keeping up to date notes on decisions made in Patient Flow meetings. Maintaining systems to capture Patient Flow activity such as UEA usage, invoicing etc.
- Minute taking.
Person specification
Essential criteria
Essential criteria
- NVQ level 3 or equivalent experience
Desirable criteria
- Experience working in a Mental Health setting.
Experience
Essential criteria
- Minimum 2 years of secretarial work or similar experience
Desirable criteria
- NHS/Experience or a similar large organisation
Knowledge
Essential criteria
- Must be computer literate with a working knowledge of Microsoft Word, Excel and PowerPoint Maintain and implement efficient administration and filing/record systems
Desirable criteria
- Excellent communication skills
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Tendayi CHIMBEVA
- Job title
- Patient Flow Clinical Manager
- Email address
- [email protected]
- Telephone number
- 07767 585458
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