Job summary
Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.
The London Men's MHTR Team Administrator will provide essential administrative support to the Men's MHTR team, ensuring smooth operation of local reporting and workforce processes. The role involves close collaboration with internal and external stakeholders, including probation colleagues and the Quality and Performance Team, to meet reporting deadlines and maintain accurate records. The post holder must be conscientious, meticulous, and always uphold confidentiality. They should be highly motivated, capable of working independently, and able to manage multiple complex tasks under pressure. They will need to have strong organisational skills and experience with Microsoft Office.
Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.
Main duties of the job
- Book meeting rooms and confidential spaces at the team base, and source external meeting rooms as required.
- Support with the administrative elements of team and service meetings including creating drafting agendas and action logs, producing draft minutes to be approved by the chair of the meeting., and following up on outstanding actions with responsible owners.
- Manage the generic service mailbox. This includes monitoring the mailbox on a daily basis, processing referrals, redirecting enquiries as appropriate, and sending out service literature.
- Communicate with court and probation colleagues to request sentence updates and allocated probation practitioner details.
- Record and support the team with incident reporting via DATIX.
- Send correspondence to service users, GPs, and professionals using Trust mail services on behalf of team members.
- Upload documents and notes to Systm1 on behalf of team members as required.
- Order office supplies and process invoices via Cardea.
About us
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
Job description
Job responsibilities
- Organise and support diary and meeting commitments for the team.
- Deal with telephone, email and potentially face-to-face contact with other professionals and patients, providing information, directing and prioritising queries as appropriate, and organising appointments on behalf of team members as appropriate, to ensure service delivery is efficient and effective. Contact with service users is likely to be limited however ensuring that the manner of this contact is mature, sensitive and re-assuring.
- Ensure that patient confidentiality is maintained at all times.
- Be responsible for stationary stock control, including ordering to ensure adequate resources are available for the team.
- Be responsible for the booking of interpreters as appropriate and providing the team with the necessary information to use the translation service.
- Be aware of Trust Information Governance procedures and data access request procedures and be able to act accordingly and assist in the process by obtaining notes
- Photocopying, printing and scanning etc. when required.
- Set up new starters with IT access, equipment, etc.
- Maintaining and updating stakeholder and partner contact lists.
- Update team letter templates as required
- Any other equivalent duties consistent with the level and purpose of the post.
- Collate the documents for commissioners meeting and distribute in accordance with the meeting schedule.
Data processing
- Track risks and compliments using dedicated spreadsheets.
- Track Staff holiday
SystmOne
- Generate and circulate validation reports highlighting missing data incomplete assessments.
- Update SytemOne one with information regarding the courts decisions
- Log new referrals and ensure correct caseload allocation.
- Set up new users and reset passwords
- Support new users with training on the SystmOne, this includes liaising with the Information Systems Manager for SmartCard allocation.
Management responsibilities
- Responsible of ordering equipment and office supplies through Cardea
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 Managers, senior clinicians, team members, HMPPS, the Trust and other partner agencies.
- 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
Job description
Job responsibilities
- Organise and support diary and meeting commitments for the team.
- Deal with telephone, email and potentially face-to-face contact with other professionals and patients, providing information, directing and prioritising queries as appropriate, and organising appointments on behalf of team members as appropriate, to ensure service delivery is efficient and effective. Contact with service users is likely to be limited however ensuring that the manner of this contact is mature, sensitive and re-assuring.
- Ensure that patient confidentiality is maintained at all times.
- Be responsible for stationary stock control, including ordering to ensure adequate resources are available for the team.
- Be responsible for the booking of interpreters as appropriate and providing the team with the necessary information to use the translation service.
- Be aware of Trust Information Governance procedures and data access request procedures and be able to act accordingly and assist in the process by obtaining notes
- Photocopying, printing and scanning etc. when required.
- Set up new starters with IT access, equipment, etc.
- Maintaining and updating stakeholder and partner contact lists.
- Update team letter templates as required
- Any other equivalent duties consistent with the level and purpose of the post.
- Collate the documents for commissioners meeting and distribute in accordance with the meeting schedule.
Data processing
- Track risks and compliments using dedicated spreadsheets.
- Track Staff holiday
SystmOne
- Generate and circulate validation reports highlighting missing data incomplete assessments.
- Update SytemOne one with information regarding the courts decisions
- Log new referrals and ensure correct caseload allocation.
- Set up new users and reset passwords
- Support new users with training on the SystmOne, this includes liaising with the Information Systems Manager for SmartCard allocation.
Management responsibilities
- Responsible of ordering equipment and office supplies through Cardea
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 Managers, senior clinicians, team members, HMPPS, the Trust and other partner agencies.
- 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
Person Specification
Education/Qualifications:
Essential
- NVQ Level 3 Administration or relevant equivalent experience
- Worked within NHS/LA or similar large organisation
Experience:
Essential
- Minimum 3 years senior secretary level
- Work collaboratively with professional staff to provide an admin service which is fit for purpose
Skills/Abilities/Knowledge
Essential
- Advanced knowledge of Word, Excel, Power Point
Person Specification
Education/Qualifications:
Essential
- NVQ Level 3 Administration or relevant equivalent experience
- Worked within NHS/LA or similar large organisation
Experience:
Essential
- Minimum 3 years senior secretary level
- Work collaboratively with professional staff to provide an admin service which is fit for purpose
Skills/Abilities/Knowledge
Essential
- Advanced knowledge of Word, Excel, Power Point
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.
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).
Additional information
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.
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).
