Join to apply for the Senior Administrator - HMP Downview role at Central and North West London NHS Foundation Trust.
Job Overview
Central and North West London NHS Foundation Trust is a Top Employer Award Winner that delivers responsive primary care, mental health, intellectual disability and substance misuse services to diverse communities. We are looking for a highly motivated, innovative and enthusiastic Part Time Senior Administrator (18.75hrs) to join our Health & Justice team based at HMP Downview. The role supports secure‑environment healthcare, promoting health and well‑being 7‑day a week.
Main Responsibilities
* Provide confidential and comprehensive administrative support to the Surger Prisons Healthcare Teams.
* Maintain an effective message‑passing system, ensuring timely communication of messages and action points.
* Prepare and follow up on medical, clinical, and legal documents within agreed timescales.
* Book rooms, venues, and interpreters, coordinating with staff and stakeholders.
* Organise and attend meetings, take minutes, and track action items.
* Coordinate travel and accommodation arrangements for staff and external parties.
* Liaise with prison staff, Mental Health Act Administration, Ministry of Justice, Parole Boards, Social Services and GPs.
* Support the wider team, including nurses, medics, and therapists, and manage external documentation such as security paperwork.
* Administer and manage bookings for clinics, ward rounds, visits, admissions, and discharges; book interpreters as required.
* Record clinical notes accurately and ensure imaging and scanning are up to date.
* Process referrals and medical investigations, monitoring results and reporting shortages.
* Manage material and equipment requisitions, invoices, and maintain secure storage of stationery.
* Assist with health and safety regulations, ensuring a safe environment for clients and visitors.
* Support human resources functions: recruitment support, interview panel assistance, training new staff, and supervising junior administrative staff.
* Provide data collection, entry, and basic analysis; run regular reports and maintain filing systems per Trust policies.
* Respond to patient record requests and participate in audits and reporting.
* Maintain effective communication with partner agencies and healthcare professionals, building strong relationships.
Person Specification
Education and Qualifications
* GCSE level or higher (grade C or above).
* Diploma level or NVQ level 3 or equivalent experience.
* High standard of written English.
Desirable Criteria
* Evidence of training in leadership and management skills.
* Continuous professional development.
Previous Experience
* Significant experience in a senior secretarial/administrative position.
* Experience with databases.
* Organising, attending, and taking minutes/notes at senior level meetings.
* Experience dealing with members of the public face‑to‑face and by phone.
* Experience working in a health or health‑related environment.
Desirable Experience
* Working within multidisciplinary teams.
* Staff supervision/management experience.
* Experience with senior‑level staff.
* Event organisation experience.
Skills & Knowledge
* Comprehensive knowledge of Microsoft Office: Word, Excel, PowerPoint, Access.
* Ability to work flexibly, prioritise tasks and meet deadlines.
* Confidence to work independently and seek consultation when needed.
* Maintaining confidentiality and understanding related issues.
* Build constructive relationships with warmth, empathy, and good communication skills.
* Exercise independent judgement and initiative, taking appropriate action when problems arise.
Desirable Skills
* Knowledge of client administration systems.
* Knowledge of procurement systems.
Other
* Ability to understand and implement the equal opportunities policy at a level appropriate to the job.
* Promote anti‑discriminatory and anti‑racist practices.
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