Job 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.
Position Summary
In our quest to deliver patient‑focused quality care we are looking to recruit a highly motivated, innovative and enthusiastic Healthcare Administrator to join our forward‑thinking, friendly and expanding Health & Justice team at HMP/YOI Bronzefield. By joining our Prisons Health Care Team you will not only look after the healthcare needs of our patients residing in secure environments, but you will also have the opportunity to have a real impact on promoting health and well‑being. Our healthcare services work to a 7 day week working model, to ensure our patients’ healthcare is managed and maintained to the highest of standards at all times.
Our motto is “Caring NOT Judging” so by working in partnership with the criminal justice system and other agencies, we provide responsive, dependable and high-quality primary care and mental health services to those who may have offended and those at risk of offending in the communities we serve, to improve their health status and to encourage social inclusion.
Main Duties
* Provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse.
* Cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These require administrative and IT skills.
* Work without immediate supervision and ensure that all duties are carried out to a high standard.
Immigration / Sponsorship
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024. If you don’t meet the Transitional Provision we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre‑Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
Career Progression
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.
Staff Benefits
* Health and wellbeing services
* Season ticket loans
* Cycle to work scheme
* Relocation package *subject to meeting criteria*
All of 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 Communication
* Book internal and external appointments for patients, and change and update appointments in line with performance monitoring targets and service policies and procedures.
* Prepare and distribute documents, mainly created using Microsoft Office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
* Provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and refer queries as appropriate to relevant members of the clinical team.
* Deal with outgoing and incoming correspondence, ensuring that incoming correspondence is distributed as quickly as possible.
* Support administration team leader and the healthcare teams with coordination of meetings, note taking and minute taking.
* Assist with the local induction of new employees to the team.
* Liaise with the IT and Facilities departments, as required, to ensure routine maintenance of equipment and treatment areas is kept up to date and that office supplies are available.
* Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
* Understand health and safety regulations and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
Medical Records
* Data entry will mainly be using, but not limited to, Systmone, Nebula and Excel.
* Ensure diligent and accurate processing of patient records and appointments. This will include making sure that NHS numbers, addresses are correct. Data input may be required regarding clinical activities.
* Ensure that all relevant paperwork is scanned and filed correctly in patient records and in accordance with Trust policies.
* Maintain and update information on the clinical database including the processing of referrals, GP registrations, patient subject access requests (SARs), e‑referral processes.
* Develop an understanding of smartcard usage with the NHS spine, GP2GP activities and integrate these into daily activities.
* Develop an awareness and understanding of the ordering systems such as Oracle (SBS) for the ordering of medical and office supplies including invoicing and integrate this into daily activities.
Person Specification
Education and Qualifications
Essential criteria:
* Educated to GCSE level or higher (grade C or above).
* NVQ Level 2 Administration (or equivalent).
Desirable criteria:
* European Computer Driving Licence.
Skills and Knowledge
Essential criteria:
* Comprehensive working knowledge of Microsoft Office (Word, Excel, Powerpoint).
* Ability to work flexibly, organise, prioritise and work to deadlines.
* Effective communication in English in writing.
* Confidence to work on own initiative and consult as needed.
* Ability to work positively in a team.
* Ability to work under pressure.
* Ability to maintain confidentiality appropriately and understand the issues involved.
* Build constructive relationships with warmth and empathy, using good communication skills.
* Treat service users with respect and dignity at all times, adopting a culturally sensitive approach that considers the needs of the whole person.
Desirable criteria:
* Knowledge of client administration systems.
Previous Experience
Essential criteria:
* Experience dealing with members of the public both face to face and on the phone.
* Experience working in a health or health‑related environment.
Desirable criteria:
* Experience working with databases.
* Administration experience.
* Work within multidisciplinary teams.
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