Senior Administrator

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.

In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative and enthusiastic
Part Time Senior Administrator
(18.75hrs)
to join our forward thinking, friendly and expanding Health & Justice team based at
HMP Downview.
By joining our Prisons Health Care Team, you will not only look after the healthcare needs of our patients residing in secure environments, but who also can have a real impact on promoting health and well-being. Our healthcare services work to a 7-day week working model, to ensure our patient's healthcare is always managed and maintained to the highest of standards.

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.

Why not see what our staff say about working within our award-winning teams:

Main duties of the job

The post-holder will be required to provide a comprehensive and confidential administrative service to Surrey Prisons Healthcare Teams.

The post holder will need a range of clerical skills with the aim of providing outstanding compassionate care.

The post-holder is required to provide leadership to an established admin workforce. They will be expected to provide cross cover during periods of staff absence.

The post-holder will need be flexible in their approach and use initiative and judgement to organise their own workload and that of junior administrative staff within the service.

Working for our organisation

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

Excellent staff benefits, our benefit packages are amongst the best in London and include:

• Health and wellbeing services
• Season ticket loans
• Cycle to work scheme
• Relocation package *subject to meeting criteria*

The trust also values its staff, and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.

All 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 Management of Resources:

• To receive and triage a range of enquiries from professionals, patients, and prison staff, consult with internal and external stakeholders to resolve queries, problems, or complaints. Enquiries may be of a highly sensitive, contentious, or distressing nature requiring judgement, tact, and sensitivity to reach an appropriate resolution.
• Maintain an effective message taking system ensuring that all messages are passed on to the appropriate individual in a timely manner, in some situations the timing may be critical and own judgement will be required.
• To ensure timely production of medical, clinical or legal documents and following up action points from clinical/medical consultations in line with legislation and established timescales, in many cases timescales will be critical and management of workload and time will be required to ensure deadlines are met thus ensuring fees or complaints are avoided.
• To book rooms or venues as appropriate for clinics or meetings, being conscious and aware of special needs. Sometimes this may require prior research into the needs of those attending and medical conditions.
• To arrange and attend a range of meetings, sometimes at high level, as required, taking responsibility for issuing papers, taking minutes, sharing action points, and following up within required timescales.
• Co-ordinate travel and accommodation arrangements as required.
• To liaise with 3rd parties such as prison staff, Mental Health Act Administration, Ministry of Justice, Parole Boards, Social Services and GPs when required, to obtain information required prior to assessment if necessary.
• To support the wider team where necessary including prison staff, medics, Service Managers, Nurse Prescribers, Nursing Staff and Therapists.
• To manage the external documentation needs e.g. security paperwork in a timely and effective manner.
• Administer and manage bookings of clinics, ward rounds, visits, admissions, and discharges as required. Book interpreters when required
• Enter own notes on the clinical system or if required enter notes on behalf of a clinician in line with set timescales. Ensure scanning is up to date and face-to-face and non-face-to-face activity is accurately recorded.
• To receive referrals and action promptly and efficiently. This will include maintaining and monitoring the patient waiting times being aware of, and reporting, potential breaches.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• To monitor and maintain levels of materials and equipment necessary for the service provision including stationary and office equipment, prepare requisitions for authorisation, process delivery notes, and invoices and to ensure the secure storage and distribution of stationery requirements of the team within the laid down timescales.
• To 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.

Human Resources:

• Provide administrative support for the recruitment of new team members and to support the interview process and panel if required. Train new staff on own work area and demonstrate duties where necessary.
• To provide supervision to junior administrative staff, managing HR issues, mandatory training and appraisals
• Allocate, organise, and supervise the workload of junior administration staff within the service area.
• To be trained as Super User in the relevant clinical system and train new staff within the service area.

Data recording and record keeping:

• To be responsible for data collection, entry and basic analysis, to ensure quality and accuracy.
• To collect and input statistical information using a spreadsheet, database or dedicated patient information system ensuring that all information is readily available for presentation and use on a regular basis.
• To assist with the running of regular reports, to ensure that deadlines and targets, are met.
• To maintain a filing system and to record the movement of client's case notes according to Trust policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
• To be responsible for responding to requests for patient records including tracking and reporting of activity to Trust HQ and the team manager in line with information governance procedures.
• Participate in and administer audits and reports as required. This may include a rolling audit system, recording learning outcomes, populating reports, templates proposal, and data collection tools on behalf of others.
• To ensure that all relevant paperwork is filed correctly in client files including scanning.
• To maintain and update information on the clinical database including but not limited to processing of referrals and minimum data maintenance.
• To treat information received in the course of duties as confidential, and to ensure that such information is not revealed to unauthorised personnel.

Communication:

• To act as first point of liaison with all Partner Agencies, and professionals to ensure the smooth running of the hubs and sharing of relevant information in respect of patients.
• Develop good working relationships and practices with all healthcare staff and external agencies.
• To be knowledgeable and able to communicate effectively with patients and being sensitive to their particular circumstances.
• To be responsible for ensuring a full and effective communication system exists throughout the department.

Person specification

Education And Qualifications
Essential criteria

• Educated to GCSE level or higher (grade C or above)
• Educated to a diploma level or NVQ level 3 or equivalent experience
• High standard of written English

Desirable criteria

• Evidence of training in leadership and management skills
• Able to demonstrate and evidence continuous professional development.

Previous Experience

Essential criteria

• Significant experience in senior secretarial/administrative position
• Experience of working with databases
• Organising, attending and taking minutes/notes at senior level meetings
• Experience of dealing with members of the public both face to face and on the phone.
• Experience of working in health or health related environment

Desirable criteria

• Work within multidisciplinary teams.
• Experience of staff supervision/management
• Experience of working with staff at senior level
• Experience of organising events

Skills & Knowledge

Essential criteria

• A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, PowerPoint and Access
• Ability to work in a flexible and organised manner, to prioritise and work to deadlines.
• Confidence to work on own initiative and to consult as needed.
• Ability to maintain confidentiality appropriately and understand the issues involved.
• Able to build constructive relationships with warmth and empathy, using good communication skills.
• To exercise independent judgement and initiative based on acquired experience and knowledge when problems arise, by taking appropriate action to resolve the problems or referring to the appropriate person.

Desirable criteria

• Knowledge of Client Administration Systems
• Knowledge of Procurement Systems

Other
Essential criteria

• The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job
• Ability to promote anti-discriminatory and anti-racist practices