Senior Administrator (HMP Aylesbury)

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Job summary

Central and North West London NHS Foundation Trust is a Top Employer Award Winner and works in partnership to provide responsive and dependable primary care, mental health, intellectual disability and substance misuse services to the diverse and culturally rich communities we serve.

We are looking to recruit a highly motivated, innovative and enthusiastic Administrator to join our forward thinking, friendly and expanding Healthcare team at HMP YOI Aylesbury.

You will have excellent communication skills and the ability to build positive relationships with a variety of people but in particular with the team you support. You will be able to work accurately under pressure and be flexible in your approach.

Our motto is "Caring NOT Judging" so by working in partnership with the criminal justice system and other agencies, we provide responsive, dependable and high-quality primary care and mental health services to those who may have offended and those at risk of offending in the communities we serve, to improve their health status and to encourage social inclusion.

Main duties of the job

To provide a comprehensive administrative function to the CNWL 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.

As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings

About us

Central and North West London NHS Foundation Trust offers its staff ongoing career progression through monthly supervision, annual personal development plans/appraisals and access to exciting internal and external training opportunities.Excellent progression through various career pathway opportunities such as but not limited to a Preceptorship Programme, Support and guidance with Revalidation, Hidden Gem and annual award ceremonies. Excellent staff benefits: our benefit packages are amongst the best in London and include: childcare vouchers, health and wellbeing services, season ticket loans, cycle to work scheme and relocation package.

The trust alsovalues its staff and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.

HMP Aylesbury offer free parking for staff.

*Please ensure you indicate in your supporting information which roles you would like your application to be considered for. Failure to do this may result in your application being rejected*

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

• To be responsible for the day-to-day management of administrative services for CNWLs 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.

Information Management

• To ensure the confidentiality of client related information is maintained through careful and secure systems of work in line with Information Governance principles and standards.
• To assist in carrying out a quarterly or annual audit of client case notes and act in accordance with the Data Protection Act.
• To ensure that all relevant paperwork is filed correctly in client files including scanning.
• To maintain and update information on the clinical database including but not limited to processing of referrals, minimum data maintenance and case closures.
• To liaise with healthcare providers in the prison, other sectors across the Trust and external agencies as required.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• To collect and input statistical information using a spreadsheet, database or dedicated Patient information system ensuring that all information is readily available for presentation and use on a regular basis.

Management of Resources

• 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.

Job description
Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

• To be responsible for the day-to-day management of administrative services for CNWLs 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.

Information Management

• To ensure the confidentiality of client related information is maintained through careful and secure systems of work in line with Information Governance principles and standards.
• To assist in carrying out a quarterly or annual audit of client case notes and act in accordance with the Data Protection Act.
• To ensure that all relevant paperwork is filed correctly in client files including scanning.
• To maintain and update information on the clinical database including but not limited to processing of referrals, minimum data maintenance and case closures.
• To liaise with healthcare providers in the prison, other sectors across the Trust and external agencies as required.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• To collect and input statistical information using a spreadsheet, database or dedicated Patient information system ensuring that all information is readily available for presentation and use on a regular basis.

Management of Resources

• 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.

Person Specification

Qualifications

Essential

• oGCSE or other equivalent qualification
• oNVQ 3 or RSA 3 or equivalent experience

Desirable

• oRecognised qualification in the use of computer software e.g. MS Excel, Word. Access. ECDL

Experience

Essential

• oRelevant qualification or substantial administrative experience.
• oExperience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
• oExperience of working in health or health related environment

Skills

Essential

• oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access
• oMust be numerate and able to provide statistical data clearly and accurately.
• oDemonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, and statistics.
• oTo understand the principles and legislative framework around confidentiality and understand the issues involved.
• oAble to build constructive relationships with warmth and empathy, using good communication skills.

Desirable

• oKnowledge of Client Administration Systems

Person Specification
Qualifications

Essential

• oGCSE or other equivalent qualification
• oNVQ 3 or RSA 3 or equivalent experience

Desirable

• oRecognised qualification in the use of computer software e.g. MS Excel, Word. Access. ECDL

Experience

Essential

• oRelevant qualification or substantial administrative experience.
• oExperience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
• oExperience of working in health or health related environment

Skills

Essential

• oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access
• oMust be numerate and able to provide statistical data clearly and accurately.
• oDemonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, and statistics.
• oTo understand the principles and legislative framework around confidentiality and understand the issues involved.
• oAble to build constructive relationships with warmth and empathy, using good communication skills.

Desirable

• oKnowledge of Client Administration 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 .

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. .

Additional information
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 .

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. .

Employer details

Employer name

Central and North West London NHS Foundation Trust
Address

HMP YOI Aylesbury

Bierton Road

Aylesbury

HP20 1EH

Employer's website