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Detailed job description and main responsibilities

Please see attached full JD and Person Spec
Overview of the Post

To support the Admin Manager / Head of Healthcare in the administration, reporting requirements and workforce duties.
To deputise in the absence of the Admin manager to organise, support and assist in the management of their diary and meeting commitments.
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.

Key Task and Responsibilities

To provide support to the Head of Healthcare by ensuring the smooth running of the office and systems. To lead and manage junior administrative staff to ensure effective running of the service.

This work includes:

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 and in the absence of the manager 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 Head of Healthcare and 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 Head of Healthcare 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

Management responsibilities

Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service
Ensure health and safety policies are implemented with the staff group e.g. work station assessments etc.
Work and support the Admin manager to implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice.

Leadership

Support the Head of Healthcare in producing required information and reports.
To organise events as and when required, which could be complex, including assessments and visiting clinicians?
Manage resources and co-ordinate the ordering of stock and supplies
Provide leadership for junior administrative staff in the team.
Taking part in local induction, ensuring new staff are aware of administrative processes and procedures.
To encourage a culture of professional and effective communication
To maintain a clear constructive relationship with Operational Managers, Admin manager, senior clinicians, team members, HMPS, the Trust and other partner agencies.

Research

Provide support in undertaking audits as required

Communication

Establishing and maintaining effective working relationships with Directorate staff, corporate services (e.g. IT, payroll, finance team) and relevant external bodies. Liaison with Finance Department on invoice/payment queries. Cost coding/monitoring invoices for payment.
Dealing with aggressive and distressed clients, their families and professional bodies including solicitors, social workers and community mental health teams either face to face or via the telephone.
Maintaining/updating efficient use of IT systems, using various software packages, including Systmone and P-NOMIS.
Producing clinical reports, letters, presentations etc by verbal instruction, copy or auditory dictation
Producing and circulating service information
Promoting at all times a positive image of mental health, ensuring respect and for the dignity and rights of individuals is upheld at all times.

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-o...

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).

Person specification

Education/Qualifications

Essential criteria

Management and administration training or equivalent experience

Experience

Essential criteria

Worked within NHS/LA or similar large organisation
Minimum 2 years senior secretary level
Staff management and supervision
Experience with managing electronic diaries
Experience of dealing with complaints and following process

Skills/Abilities/Knowledge

Essential criteria

Knowledge of Word, Excel, Power Point
Be able to efficiently operate/use office administration filing/record systems
Take and transcribe accurate formal minutes of meetings
Work collaboratively with professional staff to provide an admin service which is fit for purpose
Prioritise workload and deal with conflicting priorities of management and supervision of staff

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Application numbers

This vacancy may close early if it receives a high volume of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

Job Description & Person Specification (PDF, 328.4KB)
Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
Privacy Notice for Staff (PDF, 268.6KB)
Staff Benefits (PDF, 2.5MB)

Senior Administrator

Senior Administrator

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