Senior Administrator - HMP Aylesbury

Job overview

Working Monday - Friday 09:00 - 17:00

To provide a comprehensive administrative function to the Healthcare team and to work professionally and diplomatically with colleagues, management and staff employed by partner agencies. The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."

As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Main duties of the job

To be responsible for the day-to-day management of administrative services for CNWL’s healthcare services. This includes the implementation, development and maintenance of office and administrative procedures to ensure all requirements of the team are met.

• To identify to the Business and Administration Lead and relevant healthcare leads any administrative problems that arise.
• To ensure administrative support for meetings is delivered, including timely preparation and distribution of papers, effective management of calendars and bookings, minute taking and maintenance of action plans and risk registers.
• To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer Primary matters to relevant members of the medical team.
• Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
• To provide administrative support to members of the senior management team including correspondence, diary management, travel arrangements and event coordination.
• To ensure the maintenance of adequate clinical stock and stationery used within the service and place orders on the Trust procurement system.
• To ensure that information leaflets are up to date, identifying new literature that is appropriate for the service and ensuring stocks are maintained at all times.

Detailed job description and main responsibilities

• To coordinate all aspects of administrative work across all services, delegating own work as appropriate and monitoring the completion of work and the performance of individuals.
• To manage junior administrative staff carrying out regular supervision and appraisal and ensure development needs and opportunities are identified.
• To support the Business and Administration Lead in ensuring adequate contingency cover for essential administrative tasks.
• To participate in the development of a local induction programme for new employees to the team which outlines the policies and practices relating to administrative matters.
• To prepare the monthly annual leave returns as required for Team Manager.
• To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures