Job description

Job responsibilities

Administration and Management of Resources:

• To receive and triage a range of enquiries from professionals, patients, and prison staff, consult with internal and external sources to resolve queries, problems, or complaints. Enquiries may be of a highly sensitive, contentious, or distressing nature requiring judgement, tact, and sensitivity to reach an appropriate resolution.
• Maintain an effective message taking system ensuring that all messages are passed on to the appropriate individual in a timely manner, in some situations the timing may be critical and own judgement will be required.
• To ensure timely production of medical, clinical or legal documents and following up action points from clinical/medical consultations in line with legislation and established timescales, in many cases timescales will be critical and management of workload and time will be required to ensure deadlines are met thus ensuring fees or complaints are avoided.
• To book rooms or venues as appropriate for clinics or meetings, being conscious and aware of special needs. Sometimes this may require prior research into the needs of those attending and medical conditions.
• To arrange and attend a range of meetings, sometimes at high level, as required, taking responsibility for issuing papers, taking minutes, sharing action points, and following up within required timescales.
• Co-ordinate travel and accommodation arrangements as required.
• To liaise with 3rd parties such as prison staff, Mental Health Act Administration, Ministry of Justice, Parole Boards, Social Services and GPs when required, to obtain information required prior to assessment if necessary.
• To support the wider team where necessary including prison staff, medics, Service Managers, Nurse Prescribers, Nursing Staff and Therapists.
• To manage the external documentation needs e.g. security paperwork in a timely and effective manner.
• Administer and manage bookings of clinics, ward rounds, visits, admissions, and discharges as required. Book interpreters when required
• Enter own notes on the clinical system or if required enter notes on behalf of a clinician in line with set timescales. Ensure scanning is up to date and face-to-face and non-face-to-face activity is accurately recorded.
• To receive referrals and action promptly and efficiently. This will include maintaining and monitoring the patient waiting times being aware of, and reporting, potential breaches.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• To monitor and maintain levels of materials and equipment necessary for the service provision including stationary and office equipment, prepare requisitions for authorisation, process delivery notes, and invoices and to ensure the secure storage and distribution of stationery requirements of the team within the laid down timescales.
• To understand health and safety regulations and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.

Human Resources:

• Provide administrative support for the recruitment of new team members and to support the interview process and panel if required. Train new staff on own work area and demonstrate duties where necessary.
• To provide supervision to junior administrative staff, managing HR issues, mandatory training and appraisals
• Allocate, organise, and supervise the workload of junior administration staff within the service area.
• To be trained as Super User in the relevant clinical system and train new staff within the service area.

Person Specification

Education and Qualifications

Essential

• Educated to GCSE level or higher (grade C or above).
• NVQ Level 3 Administration (or equivalent)
• High standard of written English

Desirable

• Evidence of training in leadership and management skills
• Able to demonstrate and evidence continuous professional development

Previous Experience

Essential

• Significant experience in senior secretarial/administrative position
• Experience of working with databases
• Organising, attending and taking minutes/notes at senior level meetings
• Experience of dealing with members of the public both face to face and on the phone
• Experience of working in health or health related environment

Desirable

• Work within multidisciplinary teams
• Experience of staff supervision/management
• Experience of working with staff at senior level
• Experience of organising events

Skills & Knowledge

Essential

• A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel and Powerpoint
• Ability to work in a flexible and organised manner, to prioritise and work to deadlines
• Confidence to work on own initiative and to consult as needed
• Ability to maintain confidentiality appropriately and understand the issues involved
• Able to build constructive relationships with warmth and empathy, using good communication skills
• To exercise independent judgement and initiative based on acquired experience and knowledge when problems arise, by taking appropriate action to resolve the problems or referring to the appropriate person

Desirable

• Knowledge of Client Administration Systems
• Knowledge of Procurement Systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants .

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

HMP/YOI Bronzefield

Woodthorpe Road

Ashford, Surrey

TW15 3JZ