Senior Administrator - HMP Aylesbury
Job Description
Job summary
Working Monday - Friday 09:00 - 17:00
To provide a comprehensive administrative function to the Healthcare team and to work professionally and diplomatically with colleagues, management and staff employed by partner agencies. The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.
Main duties of the job
To be responsible for the day-to-day management of administrative services for CNWL's healthcare services. This includes the implementation, development and maintenance of office and administrative procedures to ensure all requirements of the team are met.
- To identify to the Business and Administration Lead and relevant healthcare leads any administrative problems that arise.
- To ensure administrative support for meetings is delivered, including timely preparation and distribution of papers, effective management of calendars and bookings, minute taking and maintenance of action plans and risk registers.
- To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer Primary matters to relevant members of the medical team.
- Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
- To provide administrative support to members of the senior management team including correspondence, diary management, travel arrangements and event coordination.
- To ensure the maintenance of adequate clinical stock and stationery used within the service and place orders on the Trust procurement system.
- To ensure that information leaflets are up to date, identifying new literature that is appropriate for the service and ensuring stocks are maintained at all times.
About us
There's a place for you at CNWL.We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providingtop quality caredepends on our ability to employ the best people.We're always looking torecruit outstanding peoplewho will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With adiverse culture and equally diverserange of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.
Job responsibilities
- To coordinate all aspects of administrative work across all services, delegating own work as appropriate and monitoring the completion of work and the performance of individuals.
- To manage junior administrative staff carrying out regular supervision and appraisal and ensure development needs and opportunities are identified.
- To support the Business and Administration Lead in ensuring adequate contingency cover for essential administrative tasks.
- To participate in the development of a local induction programme for new employees to the team which outlines the policies and practices relating to administrative matters.
- To prepare the monthly annual leave returns as required for Team Manager.
- To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures
Person Specification
EDUCATION and QUALIFICATIONS
Essential
- GCSE or other equivalent qualification
- NVQ 3 or RSA 3 or equivalent experience
Desirable
- Recognised qualification in the use of computer software e.g. MS Excel, Word. Access. ECDL
PREVIOUS EXPERIENCE
Essential
- Relevant qualification or substantial administrative experience.
- Experience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
- Experience of working in health or health related environment
SKILLS and KNOWLEDGE
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access
- Must be numerate and able to provide statistical data clearly and accurately.
- Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, and statistics
- Ability to work in a flexible and organised manner, to prioritise and work to deadlines
- Confidence to work on own initiative and to consult as needed.
- Confidence to work on own initiative and to consult as needed.
- Ability to work positively in a team.
- Ability to work under pressure.
- To understand the principles and legislative framework around confidentiality and understand the issues involved.
- Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person.
- Able to build constructive relationships with warmth and empathy, using good communication skills
Desirable
- Knowledge of Client Administration Systems
- Understanding of health and safety issues and risk assessment processes.
OTHER
Essential
- Ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
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.
Certificate of Sponsorship
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).
Employer details
Employer name
Central and North West London NHS Foundation Trust
Address
HMP Aylesbury
Bierton Road
Aylesbury, Bucks
HP20 1EH
