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Team Administrator
4 months ago
Job summary
Working within a team of administrators to achieve smooth running administration for the patients that live in HMP Wandsworth.
To support and enhance skills within the admin team and various clinicians.
Main duties of the job
KEY RESPONSIBILTIES / OUTCOMES
1. Daily - Weekly liaison / support with the EDIC Clinical Lead
2. Weekly attendance of the Health and Wellbeing Meeting to action any follow up bookings.
3. Coordinating any appointments with the Planned care Team that were pre-booked before the patient entered the prison.
4. Daily - streamlining patients record in line with the Patient Demographic System (once the patients have entered the prison).
5. Daily - updating patients NHS numbers on SystmOne records
6. Daily - Processing all General Medical Registration forms for new patients that have arrived within the prison.
7. Daily - To process all tasks on SystmOne relating to the Patient Demographic System
8. Daily - To process all tasks on SystmOne relating to General Medical Registration
9. Scanning and uploading any important documents into a patients record.
Organizing own day-to-day work tasks showing an ability to prioritize to achieve set timescales.
1 Ensure minute taking is accurate and any diary management is coordinated.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
We're Kind We're Fair We Listen We Care Job descriptionJob responsibilities
GENERAL ADMINISTRATIVE
Receiving and dealing with telephone enquiries as appropriate.
Input and look up data on Trust IT systems in accordance with Trust Policy.
To ensure post is opened daily and dealt with accordingly.
Photocopying, scanning, and filing letters as required.
Communication liaises with staff and service users.
To assist colleagues as directed by Line Manager in times of pressure of work.
Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.
Provide excellent telephone skills.
Accurately record telephone messages and other enquiries and refer as appropriate.
Provide efficient communication and problem solving both face to face via telephone.
Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, , aggressive, or demanding behavior.
Attend 1-1 / admin team / departmental meetings on a regular basis.
Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.
Complete other duties at the discretion of management and in the absence of others that may not be in your job description.
POLICY AND SERVICE RESPONSIBILTIES
Work collaboratively as part of an integrated team.
Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols, and code of conduct relating to own role.
Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services.
Cross Cover Band 3 roles when expected.IMPORTANT INFORMATION, PLEASE READ:
All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.
You will need to provide:
Proof of right to work documentation
Proof of ID, needs to include 1 photographicID
Proof of address documentation
Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.
Address History:
5 years address history will be needed.
Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.
Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.
In order to assist you in obtaining a Police Certificate, guidance can be sought from:
If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (
Person SpecificationEducation/Qualifications
Essential
Educated to A-Level standard or have equivalent experience Continuous Profession DevelopmentDesirable
NVQ Level 2 Business Administration Continuous career progressionsExperience
Essential
Minimum 2 years' Admin experience Experience of using a full range of IT/patient administration systems Excellent interpersonal and customer care skills and dealing with complaints The ability to prioritise tasks effectively and work without direct supervision Accurately record minutes and distribute in a timely manner Ability to recognise when to escalate problems/ complaints. (2)Desirable
Knowledge of prison regimeSkills/Abilities/Knowledge
Essential
Computer literacy/internet/intranet/e-mail skills Knowledge of databases, spreadsheets PAS, Excel or similar applications Knowledge of NHS service provision including the pathway of care Referral to Treatment Pathways and National Guidance