Job summary
This is an exciting opportunity to develop & progress within your Administrative Career & step onto the Managerial ladder.The Administration Service Manager is responsible for the smooth running of the administrative support required to ensure that clinical healthcare services run efficiently and effectively. The post is multi-faceted. We are seeking a well organised individual who is an effective communicator & proficient in IT. You will be part of a small, cohesive, experienced & supportive Admin Team, well grounded in CNWL values.
Main duties of the job
The Administration Service Manager is responsible for the smooth running of the administrative support required to ensure that clinical healthcare services run efficiently and effectively. The post holder will manage the healthcare admin team and will oversee key functions such as internal and external appointments, procurement of supplies required for the running of the service, maintenance of IT and the working environment, support for visiting clinicians and that correspondence is dealt with according to local policy. The post holder will also ensure a suitable work environment, meeting health and safety standards both within and around the working spaces occupied by the admin team.
About us
The Admin Team is crucial to the delivery of equitable Healthcare to our patients at Woodhill. We work cohesively with our colleagues in Primary Care, Mental Health, Pharmacy & Addictions and our external partners; including sub-contractors, hospitals & the Prison Service. We have a 'can do' attitude. We take a positive approach to monitoring & improving our service, embodying an approach of 'caring not judging.'
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
Oversee & Manage Appointments, to include:
Ensuring hospital appointments are made as required; acting as a key link between hospital and prison. Maintaining a close link with Security to ensure that arrangements are made to allow patients to be taken to and from hospital for appointments. Oversee internal appointment lists ensuring rotas are up to date and waiting lists reviewed regularly. Ensuring the PMMS list is produced on a timely basis. Ensuring appointment letters for prisoners are printed on a timely basis and delivered to the wings. Ensure the back up between SystmOne and P-NOMIS is carried out regularly as agreed in local protocols.
Oversee & Manage Correspondence, to include: Ensuring concerns, complaints and compliments are logged, allocated and responded to within timescales, escalating with responsible staff as required.
Responding to Subject Access Requests for Medical Records within set timescales. Ensuring compliance with Information Governance procedures.
- Ensuring correspondence relating to patients is saved onto patient files.
Oversee and Manage Procurement , to include:
Ensuring purchase orders are submitted via SBS and approved on time. Ensuring items are receipted as per local process. Ensuring items are stored quickly and correctly.
Oversee and Manage IT & Systems Support , to include: Ensuring issues relating to IT or estates are reported and followed up as required. Support staff with queries on SystmOne as required.
Supporting the Performance and Administration Manager, to include: Providing routine management support for the admin team. This includes regular supervision and taking part in the appraisal process, management of absences and ensuring that training is up to date. Preparing reports on admin functions for the Performance & Administration Manager monthly and as required. Collation of monthly Escort and Bed watch data . Working with colleagues on the development of current and new services and other initiatives and procedures.
Job description
Job responsibilities
Oversee & Manage Appointments, to include:
Ensuring hospital appointments are made as required; acting as a key link between hospital and prison. Maintaining a close link with Security to ensure that arrangements are made to allow patients to be taken to and from hospital for appointments. Oversee internal appointment lists ensuring rotas are up to date and waiting lists reviewed regularly. Ensuring the PMMS list is produced on a timely basis. Ensuring appointment letters for prisoners are printed on a timely basis and delivered to the wings. Ensure the back up between SystmOne and P-NOMIS is carried out regularly as agreed in local protocols.
Oversee & Manage Correspondence, to include: Ensuring concerns, complaints and compliments are logged, allocated and responded to within timescales, escalating with responsible staff as required.
Responding to Subject Access Requests for Medical Records within set timescales. Ensuring compliance with Information Governance procedures.
- Ensuring correspondence relating to patients is saved onto patient files.
Oversee and Manage Procurement , to include:
Ensuring purchase orders are submitted via SBS and approved on time. Ensuring items are receipted as per local process. Ensuring items are stored quickly and correctly.
Oversee and Manage IT & Systems Support , to include: Ensuring issues relating to IT or estates are reported and followed up as required. Support staff with queries on SystmOne as required.
Supporting the Performance and Administration Manager, to include: Providing routine management support for the admin team. This includes regular supervision and taking part in the appraisal process, management of absences and ensuring that training is up to date. Preparing reports on admin functions for the Performance & Administration Manager monthly and as required. Collation of monthly Escort and Bed watch data . Working with colleagues on the development of current and new services and other initiatives and procedures.
Person Specification
Education & Qualifications
Essential
- Good general education up to GCSE A level standard / NVQ level 3 or equivalent experience
Desirable
- Experience of working in a Prison/ Secure setting
Previous Experience
Essential
- Experience of staff management
- Experience of dealing with sensitive information
Desirable
- Experience of using SystmOne
- Experience of gathering, analysing & reporting on a range of data and information
Skills & Knowledge
Essential
- Knowledge of using Microsoft Office packages to compose standard letters and reports
- Knowledge of working with databases, including Excel, to input, store, modify, structure, maintain & present data and information.
- Knowledge of information governance and confidentiality, including GDPR.
- Ability to develop and maintain high standards of communication, both orally and in writing, with people about difficult matters and in difficult situations.
Attitudes, aptitudes personal characteristics
Essential
- Willing to develop own skills and knowledge and provide information to others to help their development
- Ability to maintain quality in own work and encourage others to do so
Person Specification
Education & Qualifications
Essential
- Good general education up to GCSE A level standard / NVQ level 3 or equivalent experience
Desirable
- Experience of working in a Prison/ Secure setting
Previous Experience
Essential
- Experience of staff management
- Experience of dealing with sensitive information
Desirable
- Experience of using SystmOne
- Experience of gathering, analysing & reporting on a range of data and information
Skills & Knowledge
Essential
- Knowledge of using Microsoft Office packages to compose standard letters and reports
- Knowledge of working with databases, including Excel, to input, store, modify, structure, maintain & present data and information.
- Knowledge of information governance and confidentiality, including GDPR.
- Ability to develop and maintain high standards of communication, both orally and in writing, with people about difficult matters and in difficult situations.
Attitudes, aptitudes personal characteristics
Essential
- Willing to develop own skills and knowledge and provide information to others to help their development
- Ability to maintain quality in own work and encourage others to do so
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).
