Job Description

This role requires a skilled and experienced individual, with qualifications and previous experience to a degree level standard in the management of staff, administration and project management.



The post holder will have excellent communication and organisational skills and have working experience of site-coordination and projec ts



Please note applicants will be required to pay for their DBS check . Costs are deducted from salary following appointment. The cost of the DBS application is 26.40 (standard) or 54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.



You are encouraged to enrol for the DBS Update Service. An annual fee of 16 per year applies.



To manage Band 4 Medical PA administrative and secretarial staff based across the High Secure Services and to ensure the provision of an efficient and effective administrative and support network across all areas.

To administratively lead on:

The Medical Services administrative function



Health & Safety



Overseeing and monitoring data quality targets



To locally manage the organisation and implementation of projects, accommodation reviews and office moves.



To provide administrative support to the wider Medical Management Team in line with the Medical Support Services team objectives.



#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.



We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.



We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.



The health and wellbeing of colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.



The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.



Effective management of administrative, secretarial, and clerical staff to ensure an efficient and effective service is provided to the medical workforce, providing support and advice in relation to duties and responsibilities.



Ensure that Health & Safety practices for admin and common site areas are performed in line with the Health & Safety at Work Act 1974 and Trust risk management and health and safety policies and take all reasonable care for the health and safety of self and others.



To locally coordinate, organise and implement projects, accommodation reviews and office moves.



To ensure the environment is fit for purpose.



To ensure all notice boards, information and communication to staff, service users and visitors is timely, up to date and accurate.



As appointing officer undertake the selection/ recruitment process for administration staff and ensure local induction packs for new staff are carried out.



To ensure that the Trust sickness/absence policy is adhered to for all administration staff. Undertake sickness reviews, set targets, present/chair at Sickness Capability Hearings - keeping up to date records and reporting as required.



Responsibility for ensuring administrative staff receive annual Personal Appraisals & Development Reviews and undertake for staff directly managed.



To ensure that 1:1 supervision with all team members occurs on the agreed basis and undertake for staff directly managed.



Ensure that regular Admin Forums are held.



Delegated responsibility to manage the administration budget within area in order to achieve an end of financial year balance within the allocated Administration Budgets.



Manage the process to ensure that the Trust's Standing Financial Instructions are adhered to at all times in relation to petty cash, patient's monies/property, requisitioning and receipting of goods. To audit areas across the Directorate in relation to meeting Trust SFIs.



Ensure all administration staff attend mandatory training appropriate to job role.



To represent admin and play a proactive part in the implementation and roll-out of developments in IT/Electronic Patients Records systems.



Ensure that the administration team support and assist medic teams to ensure local and Trust targets are met. This will involve the analysis, investigation, and resolution of data quality queries.



To play an integral role in the medical support services team, providing administration support to the processes in place to support to the Senior Medical Management of the hospital by direction of the Medical Support Services Manager.



To undertake any other duties that would be a reasonable expectation of the role.



Please note that this post does not meet the pay level required for a Skilled worker visa.



Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa. Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa