Job summary
We are seeking an enthusiastic & well organised individual to provide general administrative support to the services based across all of the healthcare departments.
We are a small, well integrated team pivotal to enabling quality Health Care to be delivered to our patient group.
We liaise closely with the Prison & external agencies. We are seeking an individual with strong communication skills & commitment to Team work.
Full training in a supportive environment
Main duties of the job
To provide general administrative support where needed across healthcare. Duties include, but are not limited to
- distribution of post
- timely processing and response to routine correspondence.
- acting as first point of contact for the prison and external agencies.
- ensuring information is processed in a timely and confidential manner.
- providing secretarial support to the wider team.
- producing the daily patient movement list.
- responding to requests for Medical Records .
- scanning and filing .
- providing support for the recruitment process.
- allocating internal/external appointments .
- ordering supplies.
- ensuring routine maintenance of equipment and treatment areas.
About us
The Healthcare Department at HMP Woodhill believes in 'caring not judging.' We work together in a mutually supportive manner to provide quality Health Care to our patients. The Admin Team is pivotal to enabling the work of our Clinicians & Sub-contractors. We are a well integrated Team with a proactive & 'can do' culture.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don't meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Job description
Job responsibilities
To provide general administrative support where needed across healthcare. 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, acting as first point of contact for the prison 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 MSWord, MS Excel, C-NOMIS and SystmOne) to the multi-disciplinary team. Produce the daily patient movement list (PMMS). Respond to requests for Medical Records within set timescales and in line with local processes. 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. Support and allocate internal/external appointments as required. Order supplies to include medical and stationery requirements. Liaise with internal and external agencies as required to ensure routine maintenance of equipment and treatment areas is kept up to date To provide statistical information as required Filing in a timely and accurate mannerSupport data collection exercises associated with core healthcare functions as required
To meet the evolving needs of the organization you may also be required to provide cover in other areas following appropriate discussion.
Job description
Job responsibilities
To provide general administrative support where needed across healthcare. 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, acting as first point of contact for the prison 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 MSWord, MS Excel, C-NOMIS and SystmOne) to the multi-disciplinary team. Produce the daily patient movement list (PMMS). Respond to requests for Medical Records within set timescales and in line with local processes. 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. Support and allocate internal/external appointments as required. Order supplies to include medical and stationery requirements. Liaise with internal and external agencies as required to ensure routine maintenance of equipment and treatment areas is kept up to date To provide statistical information as required Filing in a timely and accurate mannerSupport data collection exercises associated with core healthcare functions as required
To meet the evolving needs of the organization you may also be required to provide cover in other areas following appropriate discussion.
Person Specification
Education and Qualifications
Essential
- A good level of general education to include 'O' level or GCSE standard for English and Maths or equivalent
Previous Experience
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
Skills & Knowledge
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
Attitudes, aptitudes personal characteristics
Essential
- Willing to develop own skills and knowledge
- Ability to maintain quality in own work
- Flexible and able to provide admin cover in all healthcare areas
- Able to work autonomously and within a team
Person Specification
Education and Qualifications
Essential
- A good level of general education to include 'O' level or GCSE standard for English and Maths or equivalent
Previous Experience
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
Skills & Knowledge
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
Attitudes, aptitudes personal characteristics
Essential
- Willing to develop own skills and knowledge
- Ability to maintain quality in own work
- Flexible and able to provide admin cover in all healthcare areas
- Able to work autonomously and within a team
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).
