Band 3 Clinical Services Administrator - Falfield

Job overview

HMP Eastwood Park is an uncategorised women’s prison that acts as a local/remand facility as well as a resettlement jail. It receives clients from nine counties, South Wales, and approximately 74 courts. In practice, this means it caters to the needs of women at all stages of the criminal justice process—from those on remand or newly sentenced, who may require stabilisation and detoxification from drugs or alcohol and/or may present with a complex and acute array of health and social care needs, through to more settled women who need assistance to plan a successful transfer at the end of their sentence back into the community.

The role of Administrator is pivotal to the smooth running of the Wellbeing Team (Mental Health and Substance Misuse Psycho-Social) at Eastwood Park, supporting the clinical staff with a wide range of tasks and duties. There is ample opportunity for training and professional development.

The individual will be working within a multidisciplinary team made up of psychiatrists, psychologists, managers, nurses, social workers, and support workers, alongside the wider prison community of PPG Healthcare, prison officers, non-statutory providers, as well as community agencies.

Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.

Main duties of the job

The post holder will be able to work to high standards and will be required to take personal details from individuals and upload them onto the electronic patient record system (System One/RIO). The post holder will need to meet deadlines, collate data, and maintain standards relating to administrative processes. They must be able to work effectively within a team and share work streams where appropriate.

The post holder will play a key role in maintaining diaries and arranging meetings, taking formal minutes, and keeping appropriate records using the most up-to-date templates. Their work is managed rather than supervised, and they are accountable for their own actions. The manager is available for reference, but generally, they will manage their own workload.

For a full list of duties and responsibilities, please see the attached job description.

Detailed job description and main responsibilities

Liaise with a wide range of stakeholders, both internal and external to the organisation, including:

• Medical staff Multidisciplinary teams (Community and Inpatient) Service users and carers Health and social care teams Third-sector and voluntary agencies Community groups and local authority services Other statutory agencies (e.g., Police, Ministry of Justice
• Medical staff
• Multidisciplinary teams (Community and Inpatient)
• Service users and carers
• Health and social care teams
• Third-sector and voluntary agencies
• Community groups and local authority services
• Other statutory agencies (e.g., Police, Ministry of Justice

Provide secretarial support to named medical staff and the management team.

Utilise written and verbal communication skills to engage with a wide range of people, including external agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.

Exchange verbal and written information with patients, staff, and carers relating to appointments, admissions, and meetings.

Provide and receive routine and complex information, including responding to enquiries from external stakeholders and the public.

Maintain and update patient notes, collate information for transfer of care, and handle sensitive information appropriately.

For a full list of duties and responsibilities, please see the attached job description.