Job Description

Are you ready to unlock your potential within a challenging, creative and fast paced work environment? Do you want work with people to build positive and productive lives, whatever their past?



This is an excellent opportunity for an Administration Manager/PA to join our team of diverse, talented professionals to assist in delivering care that is not only efficient but deeply centred on the patient.



Our healthcare teams resemble that of a community GP practice, with a specific healthcare building on the prison grounds. Our administration teams have their own office within the healthcare building and are made up of Admin Managers, PA's, Custodial Flow co-ordinators and Administrators.



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 an Administration/PA at HMP Erlestoke you will be providing high quality, confidential secretarial and administrative service support to the Head of Healthcare and MDT. You will be required to use independent judgement, work proactively without direct supervision and prioritise your own workload using your own initiative.

Your key duties will include:

Co-ordinating the administrative function in delivering an efficient and effective service that supports the managers.



Effective diary management - scheduling appointments, 1:1's, etc



Email & telephone management - monitoring emails on a daily basis and flagging up urgent e-mails, screen phone calls, pass on messages



Clinical record keeping and activity/data extraction and collation for reporting in SystmOne



Meeting support - Minute taking, producing agendas, distributing papers



Act as first point of contact for the Head of Healthcare and other healthcare professionals - dealing with all enquiries in a proactive manner



Finance - approving invoices and raising purchase orders



Dealing with complaints



Personnel/HR reporting - sickness, annual leave, rota's



You will be working in a small administration team and oversee a team of 2 Administrators.



Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.



We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.



Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:



We're Kind



We're Fair



We Listen



We Care



Office Responsibilities



To provide support to the Head of Healthcare Head of Healthcare or their nominated deputy by ensuring the smooth running of their office and systems.



To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers.

Effective diary management; scheduling/prioritising appointments both regular and ad-hoc meetings with internal and external persons; arranging 1:1's, PDR's for direct reports and managing their diary in advance, using initiative and negotiation skills.

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/ collation for performance and QOF reporting.

Provide administrative support including minute taking for senior management meetings.

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 advanced level of IT packages including Word, Excel, and Power Point is required for complexity of work.

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.

Local budget holder/ approving invoices under the supervision of the Head of Healthcare and raising purchase orders.

Monitor/screen all telephone calls to the Head of Healthcare and maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.

Ensure complaint communications 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.

Maintain personnel/HR reporting requirements i.e. sickness/annual leave/ managing rotas as directed using relevant IT programmes/ spreadsheets.

Undertake regular reviews of administrative requirements and implement administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.

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.



Management responsibilities



To supervise Band 4 and Band 3 administration staff for monthly supervision and yearly PDR.

Facilitate and under the direction of the Head of Healthcare and Quality Manager ensure regular communication systems, i.e. good practice events, good practice programme, staff newsletter.

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. workstation assessments etc.

Implement core operational administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.



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 regular supervision to 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 Head of Healthcare, senior clinicians, team members, HMPS, the Trust and other partner agencies.



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 SystemOne and P-NOMIS. Producing clinical reports, letters, presentations etc by verbal instruction, copy or auditory dictation Producing and circulating service information. Always promoting a positive image of the service ensuring respect and for the dignity and rights of individuals is upheld at all times.

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-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 ).