Job Summary
Central and North West London NHS Foundation Trust is looking for a Senior Administrator for the HMP Aylesbury. The role works Monday – Friday, 09:00 – 17:00 delivering comprehensive administrative support to the health‑care team. The post-holder will work independently and liaise with clinical and managerial staff to ensure all duties are carried out to a high standard.
Note: this vacancy does not meet the criteria for Skilled Worker sponsorship unless you qualify for the temporary exemption under the current immigration rules. If you do not meet the transitional provision, you must provide documentary evidence of your right to work in the United Kingdom.
Job Responsibilities
* Identify to the Business and Administration Lead and relevant healthcare leads any administrative problems that arise.
* Provide telephone reception service and manage correspondence, both internal and external, with professional judgement and discretion.
* Deal with outgoing and incoming correspondence, ensuring timely distribution of mail.
* Deliver administrative support for meetings, including preparation and distribution of papers, calendar and booking management, minute taking, and action plan/risk register maintenance.
* Provide administrative support to senior management, including diary management, travel arrangements and event coordination.
* Maintain adequate clinical stock and stationery, placing orders through the Trust procurement system.
* Keep information leaflets up‑to‑date and manage stocks of relevant literature.
* Coordinate all aspects of administrative work across services, delegating tasks and monitoring completion and performance.
* Manage junior administrative staff, providing supervision, appraisal and identifying development opportunities.
* Support the Business and Administration Lead in ensuring adequate contingency cover for essential administrative tasks.
* Participate in developing a local induction programme for new employees outlining policies and practices related to administrative matters.
* Prepare monthly annual leave returns for the Team Manager.
* Understand health and safety regulations and assist in maintaining a safe environment for clients and visitors in accordance with fire and health and safety procedures.
Person Specification
Essential
* GCSE or other equivalent qualification.
* NVQ 3, RSA 3 or equivalent experience.
* Relevant qualification or substantial administrative experience.
* Experience providing receptionist duties and dealing with members of the public face‑to‑face and by phone.
* Experience working in a health or health‑related environment.
* Comprehensive working knowledge of Microsoft Office (Word, Excel, PowerPoint, Access).
* Numerate and able to provide statistical data clearly and accurately.
* Effective organisational ability over a wide range of tasks: filing, diary management, record keeping, statistics.
* Ability to work flexibly, prioritise and meet deadlines.
* Confidence to work on own initiative and consult as needed.
* Ability to work positively in a team and under pressure.
* Understanding of confidentiality principles and related legislation.
* Ability to treat service users with respect, dignity and cultural sensitivity.
* Ability to build constructive relationships with warmth and empathy, using good communication skills.
* Ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
Desirable
* Recognised qualification in the use of computer software (e.g. MS Excel, Word, Access, ECDL).
* Knowledge of client administration systems.
* Understanding of health and safety issues and risk assessment processes.
Disclosure and Barring Service Check
The post requires a Disclosure and Barring Service check under the Rehabilitation of Offenders Act (Exceptions Order) 1975.
Questions about the Job
Performance Manager – Catherine Omoyele – catherine.omoyele@nhs.net – 01296444010.
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