Job summary
We are looking for a Team Administrator on a full-time, permanent basis for our Integrated Mental Health and Substance Misuse Team at HMP Brinsford.
If you are looking for an administrator role where you are valued and want to be part of a team that supports people experiencing difficulties in prison then this is the role for you!
Inclusion value the contribution and hard work of everyone, but especially that of our administration workforce. We recognise the importance of the job you do and we know that we can not function without you!
The role is within a prison setting based at HMP Brinsford. This is an integrated mental health and substance misuse service and the team includes RMNs, social worker, occupational therapist, psychiatrist, psychologist and psycho-social workers.
This is an administrator role with a distinction, you are an important part of a team, making a difference.
Main duties of the job
In this role you will utilise all of your expertise in providing a standard administration function which will ensure the smooth running of the service. This may be ordering stationery, minute taking, answering telephones and responding to emails. You will be responsible for managing the team's functional mailbox and working with the team to process referrals to help those in need.
You will manage the single point of contact, assist with the processing of referrals and provide an administrative function for the service in response to need.
Inclusion provide services in 23 prisons across England and each service has administration roles. The central administration team is available to offer support and guidance to prison administrators when required.
About us
Inclusion, created in 2002 is part of the Specialist Services Care Group of Midlands Partnership University NHS Foundation Trust (MPFT). We provide caring and effective services across England, including, West Yorkshire, West Midlands, East Midlands, West Mercia, Thames Valley, Hampshire, Isle of Wight and Thurrock, Essex.We support individuals, families and communities who are affected by addiction, crime, mental health or need treatment for their sexual health. We believe that the individuals and families who use our services should receive high quality, committed and inclusive care, realising all the benefits a modern NHS organisation can provide.We work with patients and our staff teams to achieve the best outcomes we can. We invest heavily in training and development, and the wellbeing of our people, both staff and service users is central to who we are. Here at MPFT, we are proud of the comprehensive wellbeing and lifestyle support offer available, in addition to in-house training and coaching support.Our services are robustly governed, evidence-based, inclusive, and designed and provided in conjunction with service users. We are committed to providing the best service we can, and if you share our values, we want you on our team!
Job description
Job responsibilities
Please see the attached Job Description and Person Specification for further details. A summary is below:
- Receiving complex or sensitive information, and pass on information to other staff by prioritisation
- Maintain filing systems
- Word processing - To provide a word processing service to a high standard of accuracy, including the typing of letters, reports and memorandas. Work to a range of work procedures and practices, some of which are none routine, which require a base level of theoretical knowledge. Required to sit for long periods of time in front of VDU.
- Be responsible for receiving incoming post and deal with any items where appropriate. Bring to the attention of team members any items relevant/appropriate for them to see/action.
- Be familiar with the confidential referral system operated by the team. Supervise the operation of the system.
- Provide callers G.Ps, other professionals, staff relatives, drug users, other agencies with educational information and self-help materials. Take responsibility for monitoring stocks and re-ordering these materials.
- Carry out the requisitioning procedure for office equipment, clinical equipment and resource materials. Supervise requisitioning of such items.
- Provide administrative support to committees and meetings as appropriate.
- Provide administration duties at meetings. Prepare and take minutes where appropriate.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification for further details. A summary is below:
- Receiving complex or sensitive information, and pass on information to other staff by prioritisation
- Maintain filing systems
- Word processing - To provide a word processing service to a high standard of accuracy, including the typing of letters, reports and memorandas. Work to a range of work procedures and practices, some of which are none routine, which require a base level of theoretical knowledge. Required to sit for long periods of time in front of VDU.
- Be responsible for receiving incoming post and deal with any items where appropriate. Bring to the attention of team members any items relevant/appropriate for them to see/action.
- Be familiar with the confidential referral system operated by the team. Supervise the operation of the system.
- Provide callers G.Ps, other professionals, staff relatives, drug users, other agencies with educational information and self-help materials. Take responsibility for monitoring stocks and re-ordering these materials.
- Carry out the requisitioning procedure for office equipment, clinical equipment and resource materials. Supervise requisitioning of such items.
- Provide administrative support to committees and meetings as appropriate.
- Provide administration duties at meetings. Prepare and take minutes where appropriate.
Person Specification
Qualifications
Essential
- Working towards an NVQ 3 or equivalent qualification in administration or related field
- Qualified and proven comprehensive knowledge of Microsoft packages including spread sheets
- Education to GCSE level/GCE 'O' Level or equivalent - Math/English minimum
- Word processing qualification or equivalent demonstrable skills
Desirable
- NVQ or equivalent in a related field
Experience
Essential
- Significant experience of providing clerical services
- Experience of Computer and Software packages
- Proven ability to administrate meetings including minute taking
Desirable
- Experience of working in a healthcare/prison or related field
Skills, Knowledge and Abilities
Essential
- Ability to work effectively as a member of a team
- Understanding of equal opportunities
- Ability to prioritise
- Ability to work collaboratively with other professionals
- Good interpersonal skills and communication skills
- Ability to work under pressure
- Some degree of flexibility in working hours
Desirable
- Knowledge of criminal justice field
Person Specification
Qualifications
Essential
- Working towards an NVQ 3 or equivalent qualification in administration or related field
- Qualified and proven comprehensive knowledge of Microsoft packages including spread sheets
- Education to GCSE level/GCE 'O' Level or equivalent - Math/English minimum
- Word processing qualification or equivalent demonstrable skills
Desirable
- NVQ or equivalent in a related field
Experience
Essential
- Significant experience of providing clerical services
- Experience of Computer and Software packages
- Proven ability to administrate meetings including minute taking
Desirable
- Experience of working in a healthcare/prison or related field
Skills, Knowledge and Abilities
Essential
- Ability to work effectively as a member of a team
- Understanding of equal opportunities
- Ability to prioritise
- Ability to work collaboratively with other professionals
- Good interpersonal skills and communication skills
- Ability to work under pressure
- Some degree of flexibility in working hours
Desirable
- Knowledge of criminal justice field
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.
