Administrative Assistant

Job description

Job responsibilities

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 rotas 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.

Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft packages as required.

Handling both routine and urgent matters using initiative and with minimal 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 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.

Custodial Responsibilities:

Assume personal responsibility for the security of issued keys.

Understand and comply with prison orders, procedures, and instructions in your area of work.

Comply with all security requirements.

Respond to any situation or circumstance that might indicate a threat to security of the establishment or to the safety of an individual, completing Incident, Security, Injury, or other reports as appropriate.

Report breaches of order and discipline including reporting and recording untoward incidents according to local protocol.

Contribute to effective risk assessment and management procedures.

IMPORTANT INFORMATION, 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 photographic ID
• 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).

Person Specification

Education/Qualifications

Essential

• GCSE Level English Language or equivalent
• NVQ 3 or equivalent, relevant certification or equivalent experience, skills, and knowledge
• IT skills such as, Excel, and Microsoft word.

Skills

Essential

• Computer literacy/internet/intranet/e-mail skills
• Operating all other Office Equipment
• Knowledge of Microsoft Packages
• Communicating effectively both in writing and verbally

Experience

Essential

• Minimum 2 years' secretarial experience
• Touch typing/audio typing
• Dealing with a wide range of people

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

HMP Swaleside

Brabazon Road

Eastchurch, Isle of Sheppey

ME12 4AX

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)