Team Administrator & Tobacco Dependency Assistant

Important Sponsorship Information for this post: Due to service budget restrictions we are currently unable to offer a certificate of sponsorship for this post.
This role is a hybrid role of a team administrator and supporting the rest of the Tobacco Dependency Team (TDT) to run patient groups in our three main sites.
To assist in the delivery of high-quality tobacco dependency treatment to patients during their inpatient stay and post discharge in support of the Tobacco Dependency Team (TDT) and the wider multidisciplinary team.
To undertake patient focused health promotion activities and programmes and support the administration of the TDT. This will include managing patient referrals and various patient logs, caseloads as well as support with data collection and submission., Delivering an efficient and effective administrative support to the Bexley, Bromley and Greenwich TDT inpatient service and support the team with ordering supplies, maintaining stocks and supporting the team and patients in our educational peer support groups and health promotion in tobacco dependency. Booking of appointments across multiple sites and maintaining clinicians' RiO diaries, processing new referrals and information, recording of appropriate data using the Oxleas RiO electronic system to its full functionality for the service. Support routine data collection as part of quality monitoring systems. Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking, updating and analysing electronic clinical records (RiO) data before submission to the NHS England every 15^th of each month.
Train as a Stop Smoking Practitioner and help facilitate group sessions, supporting people to make healthy lifestyle changes and improve their lifestyles, mental and physical wellbeing. Work together with Tobacco Dependency Advisors to support patients maintain abstinence during hospital stay and attempting to stop smoking whilst in hospital and post discharge.
Maintain patient vape stocks on wards, educate patients and staff in managing them.
Work flexibly across the three main sites of Bexley, Greenwich and Bromley and occasionally at other community hubs or sites as required, + Delivering an efficient and effective administrative support to the Bexley, Bromley and Greenwich TDT inpatient service and support the team with ordering supplies, maintaining stocks and supporting the team and patients in our educational peer support groups and health promotion in tobacco dependency.
+ Booking of appointments across multiple sites and maintaining clinicians' RiO diaries.
+ Processing new referrals and information, recording of appropriate data using the Oxleas RiO electronic system to its full functionality for the service.
+ Undertaking word processing for the provision of required reports, and letters in line with local policies and procedures.
+ Support routine data collection as part of quality monitoring systems.
+ Implement and maintain effective filing systems, ensuring that service user records are kept safe, confidential, up to date and accessible.
+ To collate agenda items, take minutes for team meetings and distribute information to team members as requested.
+ Provide administrative support to clinical meetings such as compiling timetable, sending invitations, minute taking, updating and analysing electronic clinical records (RiO) data before submission to the NHS England every 15^th of each month.
+ Booking of interpreter services as required
+ Adhering to all organisational policies, procedures, and guidelines.
+ Undertaking any training requirements to enhance the job role and as directed by own personal development review.
+ Train as a Stop Smoking Practitioner and help facilitate group sessions, supporting people to make healthy lifestyle changes and improve their lifestyles, mental and physical wellbeing.
+ Work together with Tobacco Dependency Advisors to support patients maintain abstinence during hospital stay and attempting to stop smoking whilst in hospital and post discharge.
+ Maintain patient vape stocks on wards, educate patients and staff in managing them.
+ Work flexibly across the three main sites of Bexley, Greenwich and Bromley and occasionally at other community hubs or sites as required.
+ Undertaking any other jobs/tasks as discussed with your Manager.
Management responsibilities
+ Manage own workload, prioritising as necessary according to the needs of the service. Use initiative and be able to work with minimal supervision
+ Manage referrals ensuring timelines are adhered to
+ Assist in ensuring an adequate supply of stationery and equipment is available and equipment is maintained.
Leadership
+ To provide training support in admin processes, data collection/input, and IT developments, particularly to new members to the team.
+ Influence and contribute to the development of the TDT.
+ Support the wider MDT in education of the role of tobacco dependency in recovery of mental illness.
Communication
+ Implementing and maintaining effective communication systems with team, crisis teams, acute in-patient staff and community staff across the trust., GPs, other outside agencies and service users.
+ Communicate and liaise verbally and in writing between clients, carers, visitors, suppliers, and other personnel within an outside of the trust.
+ Interpret and respond clearly and effectively to spoken requests over the phone or in person and to written or verbal instructions where there are often barriers to communication.
+ Answer phone calls and maintain a response rate according to local guidelines and log information received on calls to the department in order to maintain an accurate record.
+ Any other duties appropriate to the role and level that may be requested from time to time.
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.

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