Job summary
The post holder will work primarily with the Mental Health team providing full administrative support and audit activity across the service as required
To provide administrative support to the Head of Healthcare and senior management team. This includes: To work professionally and effectively with senior colleagues, management, and staff employed by other organisations, provide admin support for a range of management meetings, liaising with partner agencies as required.
Main duties of the job
Mental Health administration duties
- To provide secretarial support using a variety of software packages to the multi-disciplinary team.
- To assist in the daily implementation of management information systems, inputting and extracting data.
- To provide statistical information as required
- To accurately minute MDT meetings .
- To attend daily morning meetings & up-date referral spreadsheet accordingly.
- Track, co-ordinate & print the daily Mental Health clinics & upload to the Digital Prison Service database. (PMMs list)
- To deal with routine correspondence for internal and external mail, distributing accordingly.
- Ensure information received from other agencies is processed in a timely and confidential manner
- Liaise with internal and external agencies as required to ensure routine maintenance of equipment and treatment areas is kept up to date
- To process, track & receive orders via SBS Oracle as required.
- To assist with the scanning and archiving of records
- Filing in a timely and accurate manner
- To organize gate passes & restricted items forms as required by Mental Health Team & external visitors.
Work with Workforce Administration Manager specifically for Mental Health
- Be familiar with recruitment processes on TRAC and provide support to clinical leads in all aspects of recruitment as required.
- Be familiar with core HR functions including rostering, weekly checks and submissions to the rostering team and be able to provide cover for these roles as required.
About us
There's a place for you at CNWLWe're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providing top quality care depends on our ability to employ the best people.We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With a diverse culture and equally diverse range of opportunities, whatever stage of your career you're at, there's always a place for you at CNWL.
Job description
Job responsibilities
In addition to Mental Health administration duties, the post holder will be responsible for:
Senior Management Support
- Specific support to the Head of Healthcare including diary management when required, meeting set up including booking of rooms and ensuring all paperwork is printed and organized.
- Provide admin support for the senior team as required.
- Provide admin support, to include concise minute taking, for a range of internal & external healthcare meetings as required.
- Act as the single point of contact for the central Offender Care team for visits to investigate Significant Incidents, inquest preparation etc. Liaise with clinical teams to ensure that visits are co-ordinated so that visitors can see relevant staff members and have access to appropriate rooms and IT
- Support clinical teams in arranging visits from specialist staff to review and/ or assess patients as required.
- Support the hospital transfer process (mental health) as required.
- Support preparation for inspection as required
Generic Admin Duties
To support the Administration Team in the Duty Room by
- Responding to requests for Medical Records within set timescales and in line with local processes.
- If required, understand & be able to
- Co-ordinate & book internal/external appointments as required.
- Daily back-up of C-Nomis to SystmOne
- Duplicating up-coming appointments to the temporary absences list
- Liaising with Team Leaders, Security & Cat A Office to complete risk assessments.
- Maintaining a working relationship with Invision for daily movements
Job description
Job responsibilities
In addition to Mental Health administration duties, the post holder will be responsible for:
Senior Management Support
- Specific support to the Head of Healthcare including diary management when required, meeting set up including booking of rooms and ensuring all paperwork is printed and organized.
- Provide admin support for the senior team as required.
- Provide admin support, to include concise minute taking, for a range of internal & external healthcare meetings as required.
- Act as the single point of contact for the central Offender Care team for visits to investigate Significant Incidents, inquest preparation etc. Liaise with clinical teams to ensure that visits are co-ordinated so that visitors can see relevant staff members and have access to appropriate rooms and IT
- Support clinical teams in arranging visits from specialist staff to review and/ or assess patients as required.
- Support the hospital transfer process (mental health) as required.
- Support preparation for inspection as required
Generic Admin Duties
To support the Administration Team in the Duty Room by
- Responding to requests for Medical Records within set timescales and in line with local processes.
- If required, understand & be able to
- Co-ordinate & book internal/external appointments as required.
- Daily back-up of C-Nomis to SystmOne
- Duplicating up-coming appointments to the temporary absences list
- Liaising with Team Leaders, Security & Cat A Office to complete risk assessments.
- Maintaining a working relationship with Invision for daily movements
Person Specification
Qualifications
Essential
- Good general education
- 'O' Level or GCSE standard for English and Maths or equivalent
Personal disposition
Essential
- Willing to develop own skills and knowledge
- Ability to maintain quality in own work
- Able to work alone and as part of a team
Key Skills/Abilities
Essential
- Ability to develop and maintain high standards of accuracy and attention to detail
- Ability to prioritize and plan workload to meet deadlines and competing demands
- Good organisational skills
Experience & Knowledge
Essential
- Previous office and administrative experience
- Experience and knowledge of software programmes
- Good standard of written and oral communication
Desirable
- Experience of working within an NHS department or secure settings environment
- Demonstrate ability to communicate with a range of stakeholders
- Experience of working with multi-disciplinary/ mulit-agency environments
- Knowledge of GDPR and Information Governance regulation
Person Specification
Qualifications
Essential
- Good general education
- 'O' Level or GCSE standard for English and Maths or equivalent
Personal disposition
Essential
- Willing to develop own skills and knowledge
- Ability to maintain quality in own work
- Able to work alone and as part of a team
Key Skills/Abilities
Essential
- Ability to develop and maintain high standards of accuracy and attention to detail
- Ability to prioritize and plan workload to meet deadlines and competing demands
- Good organisational skills
Experience & Knowledge
Essential
- Previous office and administrative experience
- Experience and knowledge of software programmes
- Good standard of written and oral communication
Desirable
- Experience of working within an NHS department or secure settings environment
- Demonstrate ability to communicate with a range of stakeholders
- Experience of working with multi-disciplinary/ mulit-agency environments
- Knowledge of GDPR and Information Governance regulation
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).
