Overview
Central and North West London NHS Foundation Trust is a Top Employer Award Winner and works in partnership to provide responsive and dependable primary care, mental health, intellectual disability and substance misuse services to the diverse and culturally rich communities we serve.
In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative and enthusiastic Part Time Senior Administrator (18.75hrs) to join our forward thinking, friendly and expanding Health & Justice team based at HMP Downview. By joining our Prisons Health Care Team, you will look after the healthcare needs of patients residing in secure environments and contribute to promoting health and well-being. Our healthcare services operate seven days a week to ensure patient care is managed and maintained to high standards. Our motto is “Caring NOT Judging.” We work in partnership with the criminal justice system and other agencies to provide responsive, dependable and high-quality primary care and mental health services to those who may have offended or are at risk of offending, with a focus on improving health and social inclusion.
Why not see what our staff say about working within our award-winning teams: https://www.cnwl.nhs.uk/health-and-justice/find-out-what-its-work-health-and-justice
Main duties of the job
The post-holder will be required to provide a comprehensive and confidential administrative service to Surrey Prisons Healthcare Teams.
The post holder will need a range of clerical skills with the aim of providing outstanding compassionate care.
The post-holder is required to provide leadership to an established admin workforce. They will be expected to provide cross cover during periods of staff absence.
The post-holder will need be flexible in their approach and use initiative and judgement to organise their own workload and that of junior administrative staff within the service.
Working for our organisation
Central and North West London NHS Foundation Trust offers its staff ongoing career progression through:
* 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
* Relocation package *subject to meeting criteria*
The trust also values its staff, and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.
All our sites in Surrey offer free use of the onsite leisure facilities and free parking for staff.
Detailed Job Description And Main Responsibilities
Administration and Management of Resources:
* To receive and triage a range of enquiries from professionals, patients, and prison staff, consult with internal and external stakeholders to resolve queries, problems, or complaints. Enquiries may be highly sensitive, contentious, or distressing and require tact and sensitivity to reach an appropriate resolution.
* Maintain an effective message taking system ensuring that messages are passed on to the appropriate individual in a timely manner, with critical timing requiring judgement.
* Ensure timely production of medical, clinical or legal documents and follow up action points from clinical/medical consultations in line with legislation and established timescales, with deadlines to be met to avoid fees or complaints.
* Book rooms or venues for clinics or meetings, considering any special needs and researching attendee requirements where necessary.
* Arrange and attend meetings, including issuing papers, taking minutes, sharing action points, and following up within required timescales.
* Coordinate travel and accommodation arrangements as required.
* Liaise with 3rd parties such as prison staff, Mental Health Act Administration, Ministry of Justice, Parole Boards, Social Services and GPs to obtain information required prior to assessment if necessary.
* Support the wider team including prison staff, medics, Service Managers, Nurse Prescribers, Nursing Staff and Therapists.
* Manage external documentation needs such as security paperwork in a timely and effective manner.
* Administer and manage bookings of clinics, ward rounds, visits, admissions and discharges; book interpreters when required.
* Enter own notes on the clinical system or, if required, notes on behalf of a clinician in line with set timescales. Ensure scanning is up to date and that face-to-face and non-face-to-face activity is accurately recorded.
* Receive referrals and action promptly and efficiently, maintaining and monitoring patient waiting times and reporting potential breaches as needed.
* Organise requests for medical investigations (blood tests, X-rays, etc.) and ensure results are available when required.
* Monitor and maintain levels of materials and equipment for service provision, including stationery and office equipment; prepare requisitions for authorisation, process delivery notes and invoices, and ensure secure storage and distribution of stationery within required timescales.
* Understand health and safety regulations and assist in maintaining a safe environment for clients and visitors in accordance with procedures.
Human Resources:
* Provide administrative support for recruitment and support the interview process; train new staff on own work area and demonstrate duties where necessary.
* Provide supervision to junior administrative staff, manage HR issues, mandatory training and appraisals.
* Allocate, organise, and supervise the workload of junior administration staff within the service area.
* Be trained as Super User in the relevant clinical system and train new staff within the service area.
Data recording and record keeping:
* Be responsible for data collection, entry and basic analysis to ensure quality and accuracy.
* Collect and input statistical information using spreadsheets, databases or dedicated patient information systems.
* Assist with running regular reports to meet deadlines and targets.
* Maintain a filing system and record movement of client notes according to Trust policies, ensuring confidentiality at all times.
* Respond to requests for patient records including tracking and reporting activity to Trust HQ and the team manager in line with information governance procedures.
* Participate in and administer audits and reports as required, including rolling audit systems and data collection tools.
* Ensure paperwork is filed correctly in client files including scanning.
* Maintain and update information on the clinical database including processing of referrals and minimum data maintenance.
* Handle information confidentially and refrain from disclosure to unauthorised personnel.
Communication:
* Act as first point of liaison with Partner Agencies and professionals to ensure smooth operation of hubs and information sharing.
* Develop good working relationships with healthcare staff and external agencies.
* Communicate effectively with patients, being sensitive to their circumstances.
* Ensure a full and effective communication system exists throughout the department.
Person specification
Education And Qualifications
Essential criteria
* Educated to GCSE level or higher (grade C or above)
* Educated to diploma level or NVQ level 3 or equivalent experience
* High standard of written English
Desirable criteria
* Evidence of training in leadership and management skills
* Able to demonstrate and evidence ongoing professional development
Previous Experience
Essential criteria
* Significant experience in a senior secretarial/administrative position
* Experience of working with databases
* Organising, attending and taking minutes/notes at senior level meetings
* 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
* Work within multidisciplinary teams
* Experience of staff supervision/management
* Experience of working with staff at senior level
* Experience of organising events
Skills & Knowledge
Essential criteria
* A comprehensive working knowledge of Microsoft Office software – Word, Excel, PowerPoint and Access
* Ability to work flexibly, prioritise and meet deadlines
* Confidence to work on own initiative and to consult as needed
* Ability to maintain confidentiality and understand related issues
* Able to build constructive relationships with warmth and empathy, using good communication skills
* Exercise independent judgement and initiative to resolve problems or refer to the appropriate person
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
Note: This description reflects the role as it was presented. Some sections reference multiple job postings and may include items not specific to a single post. The core responsibilities and qualifications applicable to the Senior Administrator role are retained here.
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