Senior Administrator/Team Leader

Key Task and Responsibilities Office Responsibilities: To provide support to the Admin manager by ensuring the smooth running of their office and systems. To lead and manage junior administrative staff to ensure effective running of the service. This work includes: To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers E-mail management: scanning and monitoring of e-mails on a daily basis. Flagging up urgent e-mails and in the absence of the manager to take the initiative to respond or forward e-mails to relevant staff to action. Regular filing of read/completed e-mails and maintenance of an electronic filing system to incorporate this. Demonstrate skills in the use of SystmOne in terms of clinical recordkeeping and activity & data extraction Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner. An understanding of IT packages including Word, Excel, and Power Point is required for complexity of work or a willingness to undertake this training. Ensure that all relevant papers are available for meetings and proactively chase accordingly. Act as first point of contact for the Admin Manager and other healthcare professionals. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries. Maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner. In particular ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required. Support the Admin manager to maintain personnel/HR reporting requirements i.e. sickness/annual leave as directed Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service. Handling both routine and urgent matters using initiative and with minimal supervision Will be required to meet deadlines and supply information at short notice. To be responsible for managing the external hospital appointments system whilst working closely with both the prison staff and GPs To be responsible for the clinical coding of patients records Leadership Support the Admin Manager in producing required information and reports. To organise events as and when required, which could be complex, including assessments and visiting clinicians Manage resources and co-ordinate the ordering of stock and supplies Provide leadership for junior administrative staff in the team. Management responsibilities Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service Ensure health and safety policies are implemented with the staff group e.g. work station assessments etc. Work and support the Admin manager to implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice. Leadership Taking part in local induction, ensuring new staff are aware of administrative processes and procedures. To encourage a culture of professional and effective communication To maintain a clear constructive relationship with Operational Managers, Admin manager, senior clinicians, team members, HMPS, the Trust and other partner agencies. IMPORTANT PLEASE READ: All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team. You will need to provide: Proof of right to work documentation Proof of ID, needs to include 1 photographicID Proof of address documentation Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code. Address History: 5 years address history will be needed. Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously. Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited. In order to assist you in obtaining a Police Certificate, guidance can be sought from:https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (http://www.fco.gov.uk/en).

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