Administrative Assistant

We are looking for a organised, well motivated, team player to join our administration team at HMP Swaleside.
Are you ready to unlock your potential within a challenging, creative and fast paced work environment? Do you want to escape your current job role and work with people to build positive and productive lives, whatever their past? Now is the time to break into offender healthcare and develop your career.
Our healthcare team have a real impact on promoting health and well-being to those in prison and we pride ourselves on using skills and strategies that instil hope for patients future resettlement back into the community. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future. As an Admin Assistant you will provide support and assistance to all the integrated healthcare team by working as part of our dedicated admin team.
You will enjoy all the benefits of NHS AfC employment (inc pension) with the opportunity to work within a forward-thinking service, who encourage career and personal development to all staff to increase their skills and knowledge.
To provide an integrated comprehensive secretarial and administrative support service to the integrated health care services.
This post is based at HMP Swaleside, but will require close working relationships with colleagues at nearby Kent prisons HMP Elmley and HMP Standford Hill, and cross-cover may occasionally be required.
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
- Undertaking copy/audio typing and word processing support to the team for the provision of required client related reports, letters, discharge summaries etc, including legal documentation, whilst prioritising work-load and meeting deadlines.
- Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary and ensuring urgent items are brought to the attention of a member of the team.
- Preparing and presenting any statistical returns as necessary.
- Undertake any administrative procedures required to support the team, e.g. arrange medical staff & practitioner rota’s organise meetings.
- Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.
- Attending and participating in meetings.
- Minute meetings e.g. case conferences/professional meetings and team meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
- Undertaking administrative duties, e.g. diary management, photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.
- Handling both routine and urgent matters using initiative and with mínimal supervision.
- Participating in supervision and PDR/appraisal.
- Undertaking any other duties commensurate with the level of the post as required, ensuring efficient and effective running of the department/section.

**Leadership**:
This role is accountable to the Admin Team Leader.
Responsible for Personal Development and Supervision
**Communication**:
Liaison and telephone contact with all statutory and non-statutory agencies, healthcare practitioners, GPs, consultants and solicitors etc., within prisons, hospitals and community health settings as required. To act as first point of contact for incoming calls, taking accurate, detailed messages as necessary ensuring these are passed on to the appropriate personnel.
Providing and r