Job summary
HMP Eastwood Park is an uncategorised women's prison that acts as a local/remand facility as well as a resettlement jail. It receives clients from nine counties, South Wales, and approximately 74 courts. In practice, this means it caters to the needs of women at all stages of the criminal justice process--from those on remand or newly sentenced, who may require stabilisation and detoxification from drugs or alcohol and/or may present with a complex and acute array of health and social care needs, through to more settled women who need assistance to plan a successful transfer at the end of their sentence back into the community.
The role of Administrator is pivotal to the smooth running of the Wellbeing Team (Mental Health and Substance Misuse Psycho-Social) at Eastwood Park, supporting the clinical staff with a wide range of tasks and duties. There is ample opportunity for training and professional development.
The individual will be working within a multidisciplinary team made up of psychiatrists, psychologists, managers, nurses, social workers, and support workers, alongside the wider prison community of PPG Healthcare, prison officers, non-statutory providers, as well as community agencies.
Main duties of the job
The post holder will be able to work to high standards and will be required to take personal details from individuals and upload them onto the electronic patient record system (System One/RIO). The post holder will need to meet deadlines, collate data, and maintain standards relating to administrative processes. They must be able to work effectively within a team and share work streams where appropriate.
The post holder will play a key role in maintaining diaries and arranging meetings, taking formal minutes, and keeping appropriate records using the most up-to-date templates. Their work is managed rather than supervised, and they are accountable for their own actions. The manager is available for reference, but generally, they will manage their own workload.
For a full list of duties and responsibilities, please see the attached job description.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust): a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire, and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP, we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian, and minority ethnic backgrounds, those with disabilities, and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives, and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
- Liaise with a wide range of stakeholders, both internal and external to the organisation, including:
-
- Medical staff
- Multidisciplinary teams (Community and Inpatient)
- Service users and carers
- Health and social care teams
- Third-sector and voluntary agencies
- Community groups and local authority services
- Other statutory agencies (e.g., Police, Ministry of Justice)
- Provide secretarial support to named medical staff and the management team.
- Utilise written and verbal communication skills to engage with a wide range of people, including external agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
- Exchange verbal and written information with patients, staff, and carers relating to appointments, admissions, and meetings.
- Provide and receive routine and complex information, including responding to enquiries from external stakeholders and the public.
- Maintain and update patient notes, collate information for transfer of care, and handle sensitive information appropriately.
For a full list of duties and responsibilities, please see the attached job description.
Job description
Job responsibilities
- Liaise with a wide range of stakeholders, both internal and external to the organisation, including:
-
- Medical staff
- Multidisciplinary teams (Community and Inpatient)
- Service users and carers
- Health and social care teams
- Third-sector and voluntary agencies
- Community groups and local authority services
- Other statutory agencies (e.g., Police, Ministry of Justice)
- Provide secretarial support to named medical staff and the management team.
- Utilise written and verbal communication skills to engage with a wide range of people, including external agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
- Exchange verbal and written information with patients, staff, and carers relating to appointments, admissions, and meetings.
- Provide and receive routine and complex information, including responding to enquiries from external stakeholders and the public.
- Maintain and update patient notes, collate information for transfer of care, and handle sensitive information appropriately.
For a full list of duties and responsibilities, please see the attached job description.
Person Specification
Education and Qualification
Essential
- NVQ 3 in Business Administration or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Business Administration qualification under the Trust Apprenticeship Scheme
Experience and Knowledge
Essential
- Experience of working within a team. Able to organise and maintain a busy office/admin team. Experience of administrative systems and office procedures
Desirable
- Experience of administration in a clinical setting. Experience in activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent. Experience of supporting senior staff such as Medical Consultants
Skills and Abilities
Essential
- Good IT Skills - competent in Word, Excel, Powerpoint. Dexterity co-ordination for keyboard skills or equivalent Excellent communication skills, both verbal and written. Ability to take and convey clear messages. Ability to work under some pressure. Ability to work without direct supervision. Plan and prioritise own workload
Desirable
Other Requirements
Essential
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times
Desirable
- Experience of coping with behaviour which may be challenging at times
Person Specification
Education and Qualification
Essential
- NVQ 3 in Business Administration or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Business Administration qualification under the Trust Apprenticeship Scheme
Experience and Knowledge
Essential
- Experience of working within a team. Able to organise and maintain a busy office/admin team. Experience of administrative systems and office procedures
Desirable
- Experience of administration in a clinical setting. Experience in activities such as answering queries, progress chasing, task-related problem solving, acquired through experience and training to Vocational Level 3 or equivalent. Experience of supporting senior staff such as Medical Consultants
Skills and Abilities
Essential
- Good IT Skills - competent in Word, Excel, Powerpoint. Dexterity co-ordination for keyboard skills or equivalent Excellent communication skills, both verbal and written. Ability to take and convey clear messages. Ability to work under some pressure. Ability to work without direct supervision. Plan and prioritise own workload
Desirable
Other Requirements
Essential
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times
Desirable
- Experience of coping with behaviour which may be challenging at times
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.
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