Oxleas NHS Foundation Trust

Senior Administrator/Team Leader

This job is now closed

Job summary

Shift pattern - 09:00am to 17:00 Mon- Fri as per operational needs/rota.

The Admin Team Leads are members of the Wandsworth Healthcare Prison Admin Team.

As well as leading a team, workflows and work allocation , including call centre management of over 50 calls a day.

They will also be supporting the redesign and implementation of the on-going integration of administrative services.

The successful candidate will be enthusiastic and highly motivated. They will have excellent communication skills to ensure effective working relationships at all levels both internal and external to the Trust.

They will have experience of a supervisory role and/or management of staff and experience of analysing data and service activity. They will be responsive to change and ideas and adaptive and creative within new systems.

Main duties of the job

To support the Admin Manager in the administration, reporting requirements and workforce duties.

To deputise in the absence of the Admin manager to organise, support and assist in the management of their diary and meeting commitments. The post holder will need to be conscientious, meticulous, and at all times act in a confidential manner.

The post holder will need to be highly motivated, be able to work unsupervised, be able to use own initiative, prioritise own workload, be able to deal with a number of complex issues at one time and work under pressure. The post holder will be required to supervise junior colleagues.

The post holder will be required to work Monday to Friday 09.00-17.00

The post holder will represent Oxleas NHS Trust in a professional and friendly manner.

About us

Oxleas offers a wide range of NHS healthcare services to people living in South East London and Kent and to people in prison. 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, children's centres, schools and people's homes. We have over 125 sites in a variety of locations across the London Boroughs of Bexley, Bromley Greenwich and into Kent and manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital in Woolwich as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are one of the largest providers of prison health services providing healthcare to prisoners across 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

Date posted

03 October 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£31,944 to £34,937 a year pa inc

Contract

Permanent

Working pattern

Full-time

Reference number

277-6662440-WAND

Job locations

HMP Wandsworth

Heathfield Road

London

SW18 3HS

Job description

Job responsibilities

Key Task and Responsibilities

Office Responsibilities:

To provide support to the Admin manager by ensuring the smooth running of their office and systems.

To lead and manage junior administrative staff to ensure effective running of the service. This work includes:

To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers

E-mail management: scanning and monitoring of e-mails on a daily basis. Flagging up urgent e-mails and in the absence of the manager to take the initiative to respond or forward e-mails to relevant staff to action.

Regular filing of read/completed e-mails and maintenance of an electronic filing system to incorporate this.

Demonstrate skills in the use of SystmOne in terms of clinical recordkeeping and activity & data extraction

Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner.

An understanding of IT packages including Word, Excel, and Power Point is required for complexity of work or a willingness to undertake this training. Ensure that all relevant papers are available for meetings and proactively chase accordingly.

Act as first point of contact for the Admin Manager and other healthcare professionals. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.

Maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.

In particular ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required. Support the Admin manager to maintain personnel/HR reporting requirements i.e. sickness/annual leave as directed

Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service. Handling both routine and urgent matters using initiative and with minimal supervision

Will be required to meet deadlines and supply information at short notice.

To be responsible for managing the external hospital appointments system whilst working closely with both the prison staff and GPs

To be responsible for the clinical coding of patients records Leadership Support the Admin Manager in producing required information and reports. To organise events as and when required, which could be complex, including assessments and visiting clinicians

Manage resources and co-ordinate the ordering of stock and supplies Provide leadership for junior administrative staff in the team.

Management responsibilities

Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service

Ensure health and safety policies are implemented with the staff group e.g. work station assessments etc. Work and support the Admin manager to implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice.

Leadership

Taking part in local induction, ensuring new staff are aware of administrative processes and procedures.

To encourage a culture of professional and effective communication

To maintain a clear constructive relationship with Operational Managers, Admin manager, senior clinicians, team members, HMPS, the Trust and other partner agencies.

IMPORTANT PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation

Proof of ID, needs to include 1 photographicID

Proof of address documentation

Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.

In order to assist you in obtaining a Police Certificate, guidance can be sought from:https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants

If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (http://www.fco.gov.uk/en).