Administrative Assistant

Administrative Assistant
- Band 3

To provide an integrated comprehensive secretarial and administrative support service to the integrated health care services at HMP Bristol
Key Principles of health and wellbeing model for Prison Service:
Patient focused with health promotion at the heart of our care

Putting the right staff in the right place at the right time - specialist posts to ensure that experience is on hand to lead and support patients e.g., leads in learning disability, long term conditions, older adults, complex case practitioners and discharge coordinators.

Designing and delivering healthcare for the unique needs of each prison.

Being highly supportive of clinical and prison staff with training and support enabling the team to work smarter and as part of an effective Multi Professional Team.
- 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.

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
- 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 receiving complex and sensitive information.
- Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.
- Maintain sound working relationships and communication with all colleagues within Oxleas.
- 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