Job Overview
This is a varied & exciting post. The post is 18 months fixed term to cover secondment. You will be part of a small, cohesive Administration Team & work closely with our Mental Health colleagues & Senior Management. If you are well organised, able to prioritise & multi-task, an effective user of IT applications and a skilled communicator this could be the role for you. Our ethos is 'caring not judging.' If you share our values, this is a great opportunity to enhance your skills & progress up the Admin ladder.
The post holder will work primarily with the Mental Health team providing full administrative support and audit activity across the service as required, including providing administrative support to the Head of Healthcare and senior management team. This includes working professionally and effectively with senior colleagues, management, and staff employed by other organisations, and providing admin support for a range of management meetings and liaising with partner agencies as required.
Support the Mental Health Team
* Providing secretarial support using a variety of software packages (primarily MSWord, MSExcel C-NOMIS and SystmOne) to the multi-disciplinary team.
* Assisting in the daily implementation of management information systems, inputting and extracting data, including but not limited to: cancelled clinic spreadsheet, ACCT spreadsheet, referral spreadsheet.
* Providing statistical information as required.
* Accurately minute twice weekly MDT meetings; filing appropriately to patient records & logging onto SystmOne.
* Attending daily morning meetings & updating referral spreadsheet accordingly.
* Tracking, coordinating & printing the daily Mental Health clinics & uploading to the Digital Prison Service database (PMMs list).
* Dealing with routine correspondence for internal and external mail, distributing accordingly.
* Ensuring information received from other agencies is processed in a timely and confidential manner.
* Liaising with internal and external agencies to ensure routine maintenance of equipment and treatment areas is kept up to date.
* Processing, tracking & receiving orders via SBS Oracle as required.
* Organizing gate passes & restricted items forms as required by Mental Health Team & external visitors.
Support Senior Management
* Specific support to the Head of Healthcare including diary management when required, meeting set up including booking of rooms, and ensuring all paperwork is printed and organized.
* Provide admin support for the senior team as required.
* Provide admin support, to include concise minute taking, for a range of internal & external healthcare meetings as required.
* Act as the single point of contact for the central Offender Care team for visits to investigate Significant Incidents, inquest preparation etc. Liaise with clinical teams to ensure that visits are coordinated so that visitors can see relevant staff members and have access to appropriate rooms and IT.
* Support clinical teams in arranging visits from specialist staff to review and/or assess patients as required.
* Support the hospital transfer process (mental health) as required.
* Support preparation for inspection as required.
Support the Administration Team in the Duty Room
* Responding to requests for Medical Records within set timescales and in line with local processes.
* If required, understand & be able to
o Co-ordinate & book internal/external appointments as required.
o Conduct daily back-up of C-Nomis to SystmOne.
o Duplicate upcoming appointments to the temporary absences list.
o Liaise with Team Leaders, Security & Cat A Office to complete risk assessments.
* Maintaining a working relationship with Invision for daily movements.
This advert closes on Friday 28 Nov 2025
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