Senior Administrator

Job Overview
This is a varied & exciting post. The post is 18 months fixed term to cover secondment. You will be part of a small, cohesive Administration Team & work closely with our Mental Health colleagues & Senior Management. If you are well organised, able to prioritise & multi-task, an effective user of IT applications and a skilled communicator this could be the role for you. Our ethos is 'caring not judging.' If you share our values, this is a great opportunity to enhance your skills & progress up the Admin ladder.

Main duties of the job

The post holder will work primarily with the Mental Health team providing full administrative support and audit activity across the service as required.

To provide administrative support to the Head of Healthcare and senior management team. This includes: To work professionally and effectively with senior colleagues, management, and staff employed by other organisations, provide admin support for a range of management meetings, liaising with partner agencies as required.

Working for our organisation

The Admin Team at Woodhill provide a full range of support to our Healthcare colleagues in Primary Care, Mental Health & Pharmacy as well as working closely with the Prison Team. We are a small, established & cohesive team. We believe in inclusivity, open discussion & providing excellent service to our patient group.

Detailed Job Description And Main Responsibilities
Support the Mental Health Team by

• Providing secretarial support using a variety of software packages (primarily MSWord, MSExcel C-NOMIS and SystmOne) to the multi-disciplinary team.
• Assisting in the daily implementation of management information systems, inputting and extracting data, including but not limited to: cancelled clinic spreadsheet, ACCT spreadsheet, referral spreadsheet.
• Providing statistical information as required
• Accurately minute twice weekly MDT meetings; filing appropriately to patient records & logging onto SystmOne.
• Attending daily morning meetings & up-date referral spreadsheet accordingly.
• Tracking, co-ordinating & printing the daily Mental Health clinics & upload to the Digital Prison Service database. (PMMs list)
• Dealing with routine correspondence for internal and external mail, distributing accordingly.
• Ensuring information received from other agencies is processed in a timely and confidential manner.
• Liaising with internal and external agencies as required to ensure routine maintenance of equipment and treatment areas is kept up to date.
• Processing, tracking & receiving orders via SBS Oracle as required.
• Organizing gate passes & restricted items forms as required by Mental Health Team & external visitors.

Support Senior Management :

• Specific support to the Head of Healthcare including diary management when required, meeting set up including booking of rooms and ensuring all paperwork is printed and organized.
• Provide admin support for the senior team as required.
• Provide admin support, to include concise minute taking, for a range of internal & external healthcare meetings as required.
• Act as the single point of contact for the central Offender Care team for visits to investigate Significant Incidents, inquest preparation etc. Liaise with clinical teams to ensure that visits are co-ordinated so that visitors can see relevant staff members and have access to appropriate rooms and IT.
• Support clinical teams in arranging visits from specialist staff to review and/ or assess patients as required.
• Support the hospital transfer process (mental health) as required.
• Support preparation for inspection as required.

To support the Administration Team in the Duty Room by

• Responding to requests for Medical Records within set timescales and in line with local processes.
• If required, understand & be able to
• Co-ordinate & book internal/external appointments as required.
• Daily back-up of C-Nomis to SystmOne
• Duplicating up-coming appointments to the temporary absences list
• Liaising with Team Leaders, Security & Cat A Office to complete risk assessments.
• Maintaining a working relationship with Invision for daily movements

Person specification

Education And Qualifications
Essential criteria

• Good general education
• 'O' Level or GCSE standard for English and Maths or equivalent

Previous Experience

Essential criteria

• Previous office and administrative experience
• Experience and knowledge of software programmes
• Good standard of written and oral communication

Desirable criteria

• Experience of working within an NHS department or secure settings environment
• Demonstrate ability to communicate with a range of stakeholders
• Experience of working with multi-disciplinary/ multi-agency environments
• Knowledge of GDPR and Information Governance regulations

Skills & Knowledge

Essential criteria

• Ability to develop and maintain high standards of accuracy and attention to detail
• Ability to prioritize and plan workload to meet deadlines and competing demands
• Good organisational skills

Attitudes, aptitudes personal characteristics

Essential criteria

• Willing to develop own skills and knowledge
• Ability to maintain quality in own work
• Able to work alone and as part of a team