Job Description
Job overviewAre you ready to unlock your potential within a challenging, creative and fast paced work environment? Do you want to work with people to build positive and productive lives, whatever their past? We are currently looking for a compassionate, knowledgeable and motivated Administrator to join our friendly team at HMP Bristol.Our healthcare team have a real impact on promoting health and well-being to those in prison and we pride ourselves on using skills and strategies that instil hope for patients future resettlement back into the community.
We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future.As part of our administrative team, you will enjoy all the benefits of NHS AfC employment (inc pension) with the opportunity to work within a forward-thinking service, who encourage career and personal development to all staff to increase their clinical and interpersonal skills.Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.Main duties of the jobAn opportunity has arisen to recruit an experienced and resourceful Administrator to work within the Service. The successful candidate will have experience/ability of:- Use of general administrative systems to support day to day running of the service and team- Using a range of data, IT and inputting systems- Data input and management in line with service targets- Professional and personal boundaries to work within this challenging and diverse environment.- Working within a flexible, creative and positive team approachIn this post you will be responsible for the for:- Copy/audio typing and word processing to support the team - Deal with incoming correspondence daily, distributing and taking appropriate action as necessary- Preparing and presenting any statistical returns as necessary.- Undertake any administrative procedures required to support the team, e.g. arrange medical staff & practitioner rota’s organise meetings.- Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.- Attending and participating in meetings.- Minute meetings- Photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.- Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft packages as required.- Handling both routine and urgent matters using initiative and with minimal supervision.- Participating in supervision and PDR/appraisal.Working for our organisationOxleas 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 CareDetailed job description and main responsibilitiesTo provide an integrated comprehensive secretarial and administrative support service to the integrated health care services at HMP Bristol.Communication- Liaison and telephone contact with all statutory and non-statutory agencies, healthcare practitioners, GPs, consultants and solicitors etc., within prisons, hospitals and community health settings as required. To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel.- Providing and receiving complex and sensitive information.- Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.- Maintain sound working relationships and communication with all colleagues within Oxleas.
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 IDProof 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.Person specificationQualificationsEssential criteria- GCSE in Maths/EnglishExperienceEssential criteria- Administrative experienceDesirable criteria- Experience of working in prison environmentExperienceEssential criteria- Experience of taking minutes- Experience of database managementWe are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience.
Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process.
If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/Use of Artificial Intelligence (AI) If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for.
There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice.
Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.