Job overview
Working Monday - Friday 09:00 - 17:00
To provide a comprehensive administrative function to the Healthcare team and to work professionally and diplomatically with colleagues, management and staff employed by partner agencies. The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.
Site: HMP Aylesbury Town, Aylesbury, Bucks
Salary: £28,392 - £31,157 per annum (pro rata if P/T)
Closing date: 11/06/2026 23:59
* To identify to the Business and Administration Lead and relevant healthcare leads any administrative problems that arise.
* To ensure administrative support for meetings is delivered, including timely preparation and distribution of papers, effective management of calendars and bookings, minute taking and maintenance of action plans and risk registers.
* 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 Primary matters to relevant members of the medical team.
* Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
* To provide administrative support to members of the senior management team including correspondence, diary management, travel arrangements and event coordination.
* To ensure the maintenance of adequate clinical stock and stationery used within the service and place orders on the Trust procurement system.
* To ensure that information leaflets are up to date, identifying new literature that is appropriate for the service and ensuring stocks are maintained at all times.
Detailed job description and main responsibilities
* To coordinate all aspects of administrative work across all services, delegating own work as appropriate and monitoring the completion of work and the performance of individuals.
* To manage junior administrative staff carrying out regular supervision and appraisal and ensure development needs and opportunities are identified.
* To support the Business and Administration Lead in ensuring adequate contingency cover for essential administrative tasks.
* To participate in the development of a local induction programme for new employees to the team which outlines the policies and practices relating to administrative matters.
* To prepare the monthly annual leave returns as required for Team Manager.
* To have an understanding of health and safety regulation 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
* GCSE or other equivalent qualification.
* NVQ 3 or RSA 3 or equivalent experience.
* Recognised qualification in the use of computer software e.g. MS Excel, Word, Access, ECDL.
PREVIOUS EXPERIENCE
* Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
* Experience of working in health or health related environment.
SKILLS and KNOWLEDGE
* A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, Powerpoint and Access.
* 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, and statistics.
* Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
* Confidence to work on own initiative and to consult as needed.
* Ability to work positively in a team.
* Ability to work under pressure.
* To understand the principles and legislative framework around confidentiality 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.
* Knowledge of Client Administration Systems.
* Understanding of health and safety issues and risk assessment processes.
OTHER
* Ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
Safeguarding
CNWL NHS Foundation Trust are committed to safeguarding all children and vulnerable adults and expect all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.
Benefits
We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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