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.
Main duties of the job
The post holder will work primarily with the Mental Health team providing full administrative support and audit activity across the service as required.
To provide administrative support to the Head of Healthcare and senior management team. This includes: To work professionally and effectively with senior colleagues, management, and staff employed by other organisations, provide admin support for a range of management meetings, liaising with partner agencies as required.
Working for our organisation
The Admin Team at Woodhill provide a full range of support to our Healthcare colleagues in Primary Care, Mental Health & Pharmacy as well as working closely with the Prison Team. We are a small, established & cohesive team. We believe in inclusivity, open discussion & providing excellent service to our patient group.
Detailed job description and main responsibilities
Support the Mental Health Team by
• 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 & up-date referral spreadsheet accordingly.
• Tracking, co-ordinating & printing the daily Mental Health clinics & upload 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 as required 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 co-ordinated 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.
To support the Administration Team in the Duty Room by
• 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 Daily back-up of C-Nomis to SystmOne
o Duplicating up-coming appointments to the temporary absences list
o Liaising with Team Leaders, Security & Cat A Office to complete risk assessments.
• Maintaining a working relationship with Invision for daily movements
Vaccination
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
1. Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.
2. Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the
3. Our Agenda for Change employment contracts are subject to a contractual 13 week probationary period.