Administration Officer

NHS; Tees Valley; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare organization is seeking an Administration Officer at HMP Holme House to provide comprehensive clerical and administrative support for physical and mental health teams. The successful candidate will handle communication, manage administrative tasks, and provide quality service while ensuring confidentiality. Required qualifications include GCSEs in Maths and English and NVQ level III in administration. This role involves working in a secure environment and offers a range of benefits including access to NHS pension and flexible working options.

Benefits

Access to NHS Pension

Annual leave on your Birthday

Training and Development opportunities

Flexible Working

Up to 33 days annual leave

Qualifications

• Experience in a busy office environment undertaking administration duties.
• Experience in customer service with a focus on quality.
• Experience in working with databases.

Responsibilities

• Provide comprehensive administration support for the healthcare team.
• Handle incoming communication and manage administrative tasks.
• Ensure timely processing of healthcare applications with confidentiality.

Skills

Customer care service skills

Effective communication

Organisational skills

Attention to detail

Ability to work under pressure

Education

GCSE or equivalent in Maths and English

NVQ level III in administration or secretarial or equivalent

Word processing or Typing to level 3 or equivalent

European Computer Driving Licence or equivalent

Tools

Microsoft Office

SystmOne

Job description

Administration Officer – HMP Holme House

The post holder will provide comprehensive administration and information services within the Prison Healthcare Department. They will work as part of the administration team to provide high quality clerical, administrative duties for the Physical Health, Mental Health and Drug and Alcohol Recovery Team (DART) at HMP Holme House. The post holder will provide excellent administration and communication skills and work flexibly in response to the service needs. They will provide day to day support to the physical, mental health and recovery teams, supporting them in the delivery of a Gold Standard level of patient care. The post holder will be responsible for all aspects of administrative support and will be line managed and supported on a day-to-day basis by the Administration Manager.

Main duties of the job

To receive and deal with all incoming telephone calls and be first point of contact for the unit/department. Receive, allocate and despatch internal/external mail and process internal applications for healthcare in line with policy to ensure urgent matters are brought to the attention of the person responsible, so that responses are dealt with quickly and within set guidelines. Provide a comprehensive administrative service which can include the compilation of reports and other correspondence on behalf of members of the team, ensuring a high quality in accordance with Spectrum standards. Input information into databases for audit purposes. Attend and participate in team and administrative service meetings as required. Take and transcribe minutes as required and cascade to internal and external delegates. Liaise with prison staff as required. Liaise with prison wings and officers. To deal with a variety of administration tasks including inputting data and interrogating the Patient Information System (SystemOne), responding to queries via email and telephone, photocopying, faxing, scanning, typing and dealing with Subject Access Requests.

Benefits

• Access to NHS Pension
• Annual leave on your Birthday
• Refer a friend scheme
• Training and Development opportunities
• Flexible Working
• Access to Employee Assistance and Health and Wellbeing programmes
• Up to 33 days annual leave

Person Specification

Qualifications

• GCSE or equivalent in Maths and English
• NVQ level III in administration or secretarial or equivalent
• Word processing or Typing to level 3 or equivalent
• European Computer Driving Licence or equivalent to evidence competence in Microsoft Office applications including Word and Excel

Knowledge and Experience

• Experience of working effectively in a busy office environment undertaking a range of administration duties
• Experience working in a customer services environment and delivering high quality service
• Experience of working to deadlines and juggling priorities
• Experience of working with databases
• In-depth knowledge of Microsoft Office packages including Word/Excel/PowerPoint/Outlook
• Knowledge of SystmOne
• Experience of minute taking
• Experience of working in a secure environment and/or healthcare

Skills and Abilities

• HIgh standard of customer care service skills
• Ability to build effective working relationships at all levels
• Proven ability to communicate appropriately and effectively with all grades of staff both verbally and in writing
• Excellent interpersonal skills
• Proven ability to produce well presented, clear and accurate documents
• Ability to work under pressure
• Ability to organise and prioritise own workload in line with specified deadlines
• Ability to follow processes accurately with attention to detail
• Ability to maintain confidentiality at all times
• Ability to demonstrate tact and diplimacy
• Ability to work proactively on own initiative and as part of a team
• Ability to demonstrate effective organisational skills

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.