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Administration Officer
2 weeks ago
**Administration Officer**
**£28,500 per annum pro-rated to 24 hours per week**
We are seeking an experienced Administration Officer to join our team at Castle Craig Hospital.
**About Us**
Delivering compassionate care and achieving the best outcomes for people suffering from addictions to alcohol and drugs and mental health conditions, is at the heart of everything we do. All of us at Castle Craig are committed to this purpose.
Castle Craig Hospital is a centre of excellence for the treatment of addiction. We operate an abstinence-oriented, 12 Step informed programme for addictions and have run a successful therapy programme since 1988. We are located 45 minutes from Edinburgh and 50 minutes from Glasgow, in the beautiful Scottish Borders.
We are leaders in the UK and European rehab field, treating up to 82 patients onsite and many more via teletherapy. We also have clinics and networks in Ireland, London, the Netherlands and Sweden.
Castle Craig is a unique place to work where you will have the support of a strong team and opportunities for professional development.
The Administration Officer will play an important role, assisting the Operations Manager and Therapy team in ensuring the effective and professional running of the hospital.
**Key Responsibilities**
The AO’s primary focus is the management of administrative tasks to support and maintain the smooth daily operation of the Operations Department and therapy team.
**Quality Assurance & Compliance**
- Assists with the Quality Assurance agenda at Castle Craig.
- Ensuring a reliable system for the gathering and collation of patient satisfaction data, the creation of reports, and action plans.
- Attends and keeps the minutes for key hospital meetings.
- Oversee our register of regular mandatory compliance checks.
- Respond to / manage any Subject Access Requests, as per GDPR and hospital policy.
**KIPU**
- Familiarisation with KIPU electronic record system in use at Castle Craig and across the Castle Health Group.
**Medicines Governance**
- Assists with the collation of a quarterly controlled drugs report, for clinical governance meetings.
- Medicines management reporting.
- Liaise with external pharmacist to denature drugs in accordance with Home Office Controlled Drugs licence.
- Renew Home Office Controlled Drugs licence annually and ensure that Controlled Drugs Accountable Officer and Witness for the Destruction of Controlled Drugs DBS documentation is current.
**Therapy Programme Governance**
- Assist in maintaining the therapist training and professional development plan.
- Updates a register of therapists’ memberships, qualifications, certified trainings and accreditations.
- Ensure the supply of advance daily / weekly timetables for the Castle and the Recovery Gardens.
**Information Governance**
- Helps to ensure the smooth working and efficiency of information systems.
- Helps ensure the maximisation of official E-Systems and the mínimal use of duplicate / overlapping systems.
- Update patient folders, noticeboards, and display information leaflets, staff photo board & posters.
- Ensure staff programme and training materials are kept up to date and in-use.
- Keep the N: drive and the One-Drive intranet up to date.
- Ensure communication and dissemination of information to partners and stakeholders.
**Administration**
- Assist other hospital departments in managing their own administrative needs.
- Compile and distribute a weekly briefing sheet.
- Secretarial and Clerical support to Operations Manager, Health & Safety and other departments as required.
- Booking of travel / taxis for both staff and patients.
- Booking of travel for AA and CA and Church attendance.
- Administration arrangements for onsite barber / hairdresser.
- Assisting the Operations Manager with audit tasks including annual mandatory training records.
- Ensuring up-to-date GMC and NMC checks.
- Preparing confirmation of treatment letters for former patients.
- Complete returns for the Lobbying and Transparency Registers.
- Liaising with external pharmacist.
- Maintaining current DBS documentation.
- Collating Pat-Sat information and creating reports for managers.
- Purchasing of stationery, CDRF, PPCD pads, and reading materials for the Hospital.
- Ordering of medical supplies.
**Hospitality & Events**
- Assisting with preparation and arrangements for small events such as professional visits, assisting with tours, arranging transport, hospitality / lodging as well as in-house trainings.
- Assist in the management of the annual Reunion event.
**Person Specification**
**Essential Requirements**
- A minimum of three years’ experience in an administrative setting.
- Smart professional appearance.
- Excellent written and oral communication skills, dealing with all levels of people (patients, clinicians, directors, external stakeholders, and colleagues).
- Excellent IT skills including Microsoft Word, Excel, PowerPoint and Outlook.
- Needs to be able to
