Job Description

As our Senior Administrator, you'll be the organisational heartbeat of the service supporting the Head of Healthcare to keep operations running smoothly. You'll balance a busy, varied workload with professionalism, discretion and meticulous attention to detail.



We are looking for a proactive, confident administrator who can juggle priorities and stay calm under pressure as you will be the sole administrator to a busy healthcare service supported by the Head of Healthcare and Admin Manager for Kent Prisons.

Important Sponsorship Information for this post:

We are currently unable to offer a certificate of sponsorship for this post.



What you'll be doing



Coordinate the day?to?day administrative function, implement efficient office systems, and improve ways of working.



Manage diaries, prepare agendas and papers, and take accurate, timely minutes for key meetings.



Monitor shared emails, triage and escalate, and maintain a clear electronic filing system.



Use SystmOne and P?NOMIS for clinical record?keeping, reporting and data extraction; manage clinical coding and produce letters, reports and presentations.



Manage the external hospital appointments system in partnership with prison staff and GPs.



Support HR reporting (sickness/annual leave) and help ensure compliance with Trust policies, H&S and confidentiality.



Handle complex enquiries and complaints with tact, professionalism and sound judgement.

You'll play a vital part in maintaining safety and security:

following prison orders and procedures, safeguarding keys, reporting incidents, and contributing to risk assessment and management. Full training and clear local protocols support you in this responsibility.



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

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-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 ).