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Administrative Assistant

Oxleas NHS Foundation Trust
This job is closed to applications

Location
Salary
£26,625 - £27,674 pa inc, pa RRP
Profession
Administrative and IT
Grade
Band 3
Deadline
30 Jun 2025
Contract Type
Permanent
Posted Date
16 Jun 2025

Job overview

We are looking for a organised, well motivated, team player to join our administration team at HMP Swaleside.

Are you ready to unlock your potential within a challenging, creative and fast paced work environment? Do you want to escape your current job role and work with people to build positive and productive lives, whatever their past? Now is the time to break into offender healthcare and develop your career.

Our healthcare team have a real impact on promoting health and well-being to those in prison and we pride ourselves on using skills and strategies that instil hope for patients future resettlement back into the community. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future. As an Admin Assistant you will provide support and assistance to all the integrated healthcare team by working as part of our dedicated admin team.

You will enjoy all the benefits of NHS AfC employment (inc pension) with the opportunity to work within a forward-thinking service, who encourage career and personal development to all staff to increase their skills and knowledge.

Main duties of the job

To provide an integrated comprehensive secretarial and administrative support service to the integrated health care services.

This post is based at HMP Swaleside, but will require close working relationships with colleagues at nearby Kent prisons HMP Elmley and HMP Standford Hill, and cross-cover may occasionally be required.

Detailed job description and main responsibilities

  • Undertaking copy/audio typing and word processing support to the team for the provision of required client related reports, letters, discharge summaries etc, including legal documentation, whilst prioritising work-load and meeting deadlines.
  • Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary and ensuring urgent items are brought to the attention of a member of the team.
  • Preparing and presenting any statistical returns as necessary.
  • Undertake any administrative procedures required to support the team, e.g. arrange medical staff & practitioner rota’s organise meetings.
  • Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.
  • Attending and participating in meetings.
  • Minute meetings e.g. case conferences/professional meetings and team meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
  • Undertaking administrative duties, e.g. diary management, photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.
  • Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft packages as required.
  • Handling both routine and urgent matters using initiative and with minimal supervision.
  • Participating in supervision and PDR/appraisal.
  • Undertaking any other duties commensurate with the level of the post as required, ensuring efficient and effective running of the department/section.

Leadership:

This role is accountable to the Admin Team Leader.

Responsible for Personal Development and Supervision

Communication:

Liaison and telephone contact with all statutory and non-statutory agencies, healthcare practitioners, GPs, consultants and solicitors etc., within prisons, hospitals and community health settings as required. To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel.

Providing and receiving complex and sensitive information.

Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.

Maintain sound working relationships and communication with all colleagues within Oxleas.

Custodial Responsibilities:

Assume personal responsibility for the security of issued keys.

Understand and comply with prison orders, procedures, and instructions in your area of work.

Comply with all security requirements.

Respond to any situation or circumstance that might indicate a threat to security of the establishment or to the safety of an individual, completing Incident, Security, Injury, or other reports as appropriate.

Report breaches of order and discipline including reporting and recording untoward incidents according to local protocol.

Contribute to effective risk assessment and management procedures.

IMPORTANT INFORMATION, PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

  • Proof of right to work documentation
  • Proof of ID, needs to include 1 photographic ID
  • Proof of address documentation
  • Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.

In order to assist you in obtaining a Police Certificate, guidance can be sought from:https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants

If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (http://www.fco.gov.uk/en).