Job summary
We are looking to recruit a highly motivated, innovative and enthusiastic Administrator to join our Healthcare Service at Oasis Restore Secure School (ORSS).
ORSS is the first Secure School in the UK and will hold 12-18 year old children. All staff work in line with 'Child First' principles to create a developmentally appropriate and trauma informed healthcare service. By joining our team, you will have the opportunity to be involved in developing a new service that will have a real impact on promoting health and well-being for this vulnerable population and impact on their future life orientation.
Main duties of the job
To provide a general administrative function to all the integrated healthcare services within CYP service line.
To provide administrative support for meetings and Personal Assistant service to the Head of Healthcare.
To draft correspondence, manage appointments and diaries, interact with and update a variety of systems and databases, answer queries over the phone, by email and written correspondence, and in person.
Administration of healthcare appointments, medical escorts, external medical appointments, complaints, concerns enquiries and compliments.
Accepting and redirecting mail. Administration of Global email accounts (recruitments, healthcare Admin)
Support the Business and performance manager and Research Assistant in collating data and information as required .
To work professionally and diplomatically with colleagues, management, and staff employed by other organisations.
The post holder will take responsibility for their own workload and work with minimal supervision.
About us
Oasis Restore is the first UK secure school enabling young people to live their best lives, through education well-being and hope. We will care for children aged 12-18 who are on remand and sentenced to custody by the courts. Oasis Restore represents a revolution in youth justice: an opportunity for children within the criminal justice system to experience a restorative environment that creates the potential for them to thrive both now and for the future. Our healthcare team will build and model healthy and trusting relationships with children that enable them to feel safe, learn and reach their full potential.
Central and North West London NHS Foundation Trust is a Top Employer Award Winner. We have a Health and Justice Services Directorate, within which sits the 'Children and Young People' Service line working in partnership with 'Youth Custody Service' colleagues to provide responsive, trauma-informed primary care, mental health, neuro-developmental and substance misuse services to the young people and young adults within our care.
Job description
Job responsibilities
Please see attached JD&PS for full details of duties and responsibilities.
- To provide general administrative support where needed across healthcare, including Primary Care, HWBT, Training, HR, Quality and Performance.
- To provide administrative support for meetings including timely preparation and distribution of papers, managing calendars and bookings, minute taking and maintenance of action plans and risk registers, setting up equipment.
- Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately.
- Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines.
- Deal with telephone enquiries from, acting as first point of contact for the healthcare team and external agencies, and respond accordingly.
- Ensure information received from other agencies is processed in a timely and confidential manner.
- To provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, P-NOMIS, SystmOne, NDTMS) to the senior management team.
- To prepare the NDTMS upload for review by ISMS Team Leader.
- Produce the daily patient movement list (PMMS).
- Respond to requests for Medical Records within set timescales.
- Scanning and filing to patient records as required.
- To assist in the implementation of management information systems in use with inputting and extracting data.
- Provide administrative support for the recruitment process as required both pre and post interview
- To photocopy and distribute documents, letters, reports etc as requested.
- Support and allocate internal/external appointments as required.
Job description
Job responsibilities
Please see attached JD&PS for full details of duties and responsibilities.
- To provide general administrative support where needed across healthcare, including Primary Care, HWBT, Training, HR, Quality and Performance.
- To provide administrative support for meetings including timely preparation and distribution of papers, managing calendars and bookings, minute taking and maintenance of action plans and risk registers, setting up equipment.
- Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately.
- Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines.
- Deal with telephone enquiries from, acting as first point of contact for the healthcare team and external agencies, and respond accordingly.
- Ensure information received from other agencies is processed in a timely and confidential manner.
- To provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, P-NOMIS, SystmOne, NDTMS) to the senior management team.
- To prepare the NDTMS upload for review by ISMS Team Leader.
- Produce the daily patient movement list (PMMS).
- Respond to requests for Medical Records within set timescales.
- Scanning and filing to patient records as required.
- To assist in the implementation of management information systems in use with inputting and extracting data.
- Provide administrative support for the recruitment process as required both pre and post interview
- To photocopy and distribute documents, letters, reports etc as requested.
- Support and allocate internal/external appointments as required.
Person Specification
Qualifications
Essential
- oEducated to GCSE level or higher (grade C or above).
- oNVQ Level 2 Administration (or equivalent)
Desirable
- oNVQ in Administration Level 3
- oRSA in shorthand/typing
Experience
Essential
- oSubstantial secretarial or administration experience
- oexperience on Excel
- oexperience of diary management.
- oExperience of taking minutes, some at senior level.
- oExperience of organising conferences/meetings, some at senior level
Desirable
- oPrevious experience within an NHS or local authority setting
- oExperience on Power point.
Knowledge
Essential
- oKnowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine.
Desirable
- oUnderstanding of the Data Protection Act and Issues around Confidentiality.
Person Specification
Qualifications
Essential
- oEducated to GCSE level or higher (grade C or above).
- oNVQ Level 2 Administration (or equivalent)
Desirable
- oNVQ in Administration Level 3
- oRSA in shorthand/typing
Experience
Essential
- oSubstantial secretarial or administration experience
- oexperience on Excel
- oexperience of diary management.
- oExperience of taking minutes, some at senior level.
- oExperience of organising conferences/meetings, some at senior level
Desirable
- oPrevious experience within an NHS or local authority setting
- oExperience on Power point.
Knowledge
Essential
- oKnowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine.
Desirable
- oUnderstanding of the Data Protection Act and Issues around Confidentiality.
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).
