Band 3 Clinical Services Administrator - HMP Eastwood Park
HMP Eastwood Park is an uncategorised women's prison that acts a local/ remand as well as a resettlement jail. It receives clients from 9 counties, South Wales and circa 74 courts. In practice this means it caters for the needs of women at all stages of the criminal justice process from those on remand / newly sentenced who may require stabilisation and detoxification from drugs / alcohol and / or may present with a complex and acute array of health and social care needs, through to more settled women who need assistance to plan a successful transfer at the end of sentence, back into the community.
The role of Administrator is pivotal to the smooth running of the Wellbeing Team ( Mental and and Substance Misuse Psycho Social)at Eastwood Park in supporting the Clinical Staff with a wide range of tasks and duties. There is ample opportunity for training and learning opportunities.
The individual will be working within a multi disciplinary team made up of Psychiatrists, Psychologists, Managers, Nurses, Social Worker, Support Worker alongside the wider prison community of PPG Healthcare, prison officers, non statutory providers as well as community agencies.
Main duties of the job
The post holder will be able to work to high standards and will be required to take personal details from people and upload onto the electronic patient record system (System 1/RIO). The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.
The post holder will be key in maintaining diaries and arranging meetings, taking formal minutes and keeping appropriate records on the most up to date templates. Their work is managed rather than supervised and they are accountable for their own actions - manager is available for reference but generally, they will manager their own workload.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust) a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care. We provide services from a range of locations to approximately 1.8 million people living in Bath and North EastSomerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. Theexpertise and resources within AWP are dedicated to a person-centred approach for those who use ourservices and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities andfrom the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job responsibilities
Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective. Facilitating the administration processes for Team meetings etc.
To receive and open mail (paper and electronic as necessary) and distribute/dispatch accordingly ensuring appropriate action is taken with high priority items.
To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.
Data cleansing of System 1 to assist with information being provided for monthly reports and contracts reviews.
Person Specification
Education and Qualification
* NVQ 3 in Business Administration or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Business Administration qualification under the Trust Apprenticeship Scheme
Experience and Knowledge
* Experience of working within a team. Able to organise and maintain a busy office/admin team. Experience of administrative systems and office procedures.
* Experience of administration in a clinical setting. Experience in activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent. Experience of supporting senior staff such as Medical Consultants
Skills and Abilities
* Good IT Skills - competent in Word, Excel, Powerpoint. Dexterity co-ordination for keyboard skills or equivalent Excellent communication skills, both verbal and written Ability to take and convey clear messages Ability to work under some pressure Ability to work without direct supervision Plan and prioritise own workload
* Diary management
Other Requirements
* Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times.
* Experience of coping with behaviour which may be challenging at times.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
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