Job Overview
Central & North West London NHS Foundation Trust is a Top Employer Award Winner & works in partnership to provide responsive & dependable primary care, mental health, intellectual disability & substance misuse services to the diverse & culturally rich communities we serve. In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative & enthusiastic Healthcare Administrator (2 part time/job share) to join our forward thinking, friendly & expanding Admin team at HMP Downview. By joining our Prisons Health Care Team, you will not only look after the healthcare needs of our patients residing in secure environments, but who also have the opportunity to have a real impact on promoting health & well‑being. Our healthcare services work to a 7 day week working model, to ensure our patient’s healthcare is managed & maintained to the highest of standards at all times.
Main duties of the job
* To provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse.
* The post holder will be expected to cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These require administrative and IT skills.
* The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard.
Working for our organisation
* Monthly supervision
* Annual personal development plans/appraisals
* Access to exciting internal and external training opportunities.
Excellent progression through various career pathway opportunities such as but not limited to:
* 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:
* Health and wellbeing services
* Season ticket loans
* Cycle to work scheme.
All of our sites in Surrey offer free use of the onboard leisure facilities and free parking for staff.
Detailed Job Description And Main Responsibilities
Administration and Communication
* To book internal and external appointments for patients, change and update appointments in line with performance monitoring targets and service policies and procedures.
* To prepare and distribute documents, mainly created using Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
* 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 queries as appropriate to relevant members of the clinical team.
* Deal with outgoing and incoming correspondence, ensuring that incoming correspondence is distributed as quickly as possible.
* To support administration team leader and the healthcare teams with co‑ordination of meetings, note taking and minute taking.
* To assist with the local induction of new employees to the team.
* Liaise with the IT and Facilities departments, as required, to ensure routine maintenance of equipment and treatment areas is kept up to date and to ensure that office supplies are available.
* Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
* To understand health and safety regulations and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
Person specification
Education And Qualifications
Essential criteria
* Educated to GCSE level or higher (grade C or above).
* NVQ Level 2 Administration (or equivalent).
Desirable criteria
* European Computer Driving Licence.
* RSA in shorthand/typing.
* NVQ Level 3 Administration.
Skills & Knowledge
Essential criteria
* A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and Powerpoint.
* Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
* Ability to communicate effectively in English in writing.
* Confidence to work on own initiative and to consult as needed.
* Must be numerate and able to provide statistical data clearly and accurately.
* Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics.
* Ability to work positively in a team.
* Ability to work under pressure.
* Ability to maintain confidentiality appropriately and understand the issues involved.
* Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
* Able to build constructive relationships with warmth and empathy, using good communication skills.
Desirable criteria
* Knowledge of Client Administration Systems.
* Knowledge and understanding of medical terminology.
Previous Experience
Essential criteria
* Experience of dealing with members of the public both face to face and on the phone.
* Experience of working in health or health related environment.
Desirable criteria
* Experience of working with databases.
* Substantial experience in administration.
* Work within multidisciplinary teams.
Other
Essential criteria
* The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job.
* Ability to promote anti‑discriminatory and anti‑racist practices.
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