Job summary
Our healthcare team have a real impact on promoting health and well-being to those in prison and we pride ourselves on using skills and strategies that instil hope for patients future resettlement back into the community. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future.
As part of ourhealthcare team, you will enjoy all the benefits of NHS AfC employment (inc pension) with the opportunity to work within a forward-thinking service, who encourage career and personal development to all staff to increase their clinical and interpersonal skills.
Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.
Main duties of the job
The post holder will provide a high quality, confidential administrative service supporting the MDT, using independent judgment, working proactively with minimal supervision and prioritising workload using own initiative.
Main duties will include:
- To support the in the administration, reporting requirements and workforce duties.
- 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 represent Oxleas NHS Trust in a professional and friendly manner.
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
- 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 on behalf of the clinical services and 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 record-keeping 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 Administration teamand 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 management team 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
IMPORTANT INFORMATION, PLEASE READ:
Sponsorship is not available for this post.
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-applicantsIf 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).
Job description
Job responsibilities
- 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 on behalf of the clinical services and 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 record-keeping 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 Administration teamand 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 management team 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
IMPORTANT INFORMATION, PLEASE READ:
Sponsorship is not available for this post.
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-applicantsIf 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
- Management and administration training or equivalent experience
Experience
Essential
- Working autonomously
- Staff management and supervision
Skills
Essential
- Knowledge of Word, Excel, Power Point
- Excellent written and verbal communication skills and ability to communicate proficiently at all
Person Specification
Education/Qualifications
Essential
- Management and administration training or equivalent experience
Experience
Essential
- Working autonomously
- Staff management and supervision
Skills
Essential
- Knowledge of Word, Excel, Power Point
- Excellent written and verbal communication skills and ability to communicate proficiently at all
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).
