Senior Administrator

Job overview

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 part of our healthcare 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 clinical and interpersonal skills.

Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.

Main duties of the job

The post holder will provide a high quality, confidential administrative service  supporting the MDT, using independent judgment, working proactively with minimal supervision and prioritising workload using own initiative.

Main duties will include:

• To support the in the administration, reporting requirements and workforce duties.
• The post holder will need to be conscientious, meticulous, and at all times act in a confidential manner.
• The post holder will need to be highly motivated, be able to work unsupervised, be able to use own initiative, prioritise own workload, be able to deal with a number of complex issues at one time and work under pressure.
• The post holder will be required to supervise junior colleagues.
• The post holder will represent Oxleas NHS Trust in a professional and friendly manner.

Detailed job description and main responsibilities

• To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers
• E-mail management: scanning and monitoring of e-mails on a daily basis.  Flagging up urgent e-mails on behalf of the clinical services and  to take the initiative to respond or forward e-mails to relevant staff to action.  Regular filing of read/completed e-mails and maintenance of an electronic filing system to incorporate this.
• Demonstrate skills in the use of SystmOne in terms of clinical record-keeping and activity & data extraction
• Produce agendas, collate and distribute papers for meetings as directed.  Take and transcribe formal minutes at some meetings and distribute in a timely manner.
• An understanding of IT packages including Word, Excel, and Power Point is required for complexity of work or a willingness to undertake this training.
• Ensure that all relevant papers are available for meetings and proactively chase accordingly.
• Act as first point of contact for the Administration teamand other healthcare professionals.  Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.
• Maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.
• In particular ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required.
• Support the management team to maintain personnel/HR reporting requirements i.e. sickness/annual leave as directed
• Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service.
• Handling both routine and urgent matters using initiative and with minimal supervision
• Will be required to meet deadlines and supply information at short notice.
• To be responsible for managing the external hospital appointments system whilst working closely with both the prison staff and GPs
• To be responsible for the clinical coding of patients records

IMPORTANT INFORMATION, PLEASE READ:

Sponsorship is not available for this post.

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).