administrator

Oxleas NHS Foundation Trust; Maidstone; On-site; GBP 22,000 - 28,000; Full time

Job summary

A prominent NHS health service provider is seeking an experienced Administrator to coordinate key office functions in a healthcare setting. The role includes managing diaries, preparing agendas, and overseeing junior staff. Candidates should have strong administrative and communication skills, with experience in healthcare preferred. The position offers a supportive work environment focused on improving efficiency and ensuring confidentiality in all dealings.

Benefits

Supportive work environment

Inclusive workplace initiatives

Opportunities for professional development

Qualifications

• Strong administrative skills and experience managing office systems.
• Excellent communication and interpersonal skills.
• Ability to handle complex enquiries and complaints.

Responsibilities

• Coordinate day-to-day administrative functions.
• Manage diaries, prepare agendas and accurate minutes.
• Support the Admin Manager and supervise junior colleagues.

Skills

Administration

Communication

Problem Solving

IT Skills (SystmOne, P-NOMIS)

Leadership

Education

Experience in a healthcare setting

Tools

SystmOne

P-NOMIS

Job description

Key Tasks and Responsibilities

• Coordinate the day‑to‑day administrative function, implement efficient office systems, and improve ways of working.
• Manage diaries, prepare agendas and papers, and take accurate, timely minutes for key meetings.
• Monitor shared emails, triage and escalade, and maintain a clear electronic filing system.
• Use SystmOne and P‑NOMIS for clinical record‑keeping, reporting and data extraction; manage clinical coding and produce letters, reports and presentations.
• Manage the external hospital appointments system in partnership with prison staff and GPs.
• Support HR reporting (sickness/annual leave) and help ensure compliance with Trust policies, H&S and confidentiality.
• Handle complex enquiries and complaints with tact, professionalism and sound judgement.
• Play a vital part in maintaining safety and security: follow prison orders and procedures, safeguard keys, report incidents, and contribute to risk assessment and management.
• Provide support to the Admin Manager / Head of Healthcare in the administration, reporting requirements and workforce duties.
• Deputise in the absence of the Admin Manager to organise, support and assist in the management of the diary and meeting commitments.
• Supervise junior colleagues.
• Represent Oxleas NHS Trust in a professional and friendly manner.

Additional Responsibilities

• Lead and manage junior administrative staff to ensure effective running of the service.
• Ensure that all relevant papers are available for meetings and proactively chase them.
• Act as first point of contact for the Head of Healthcare and other healthcare professionals, dealing with enquiries in a proactive manner and proposing solutions for complex enquiries.
• Maintain an efficient system to ensure messages are forwarded to the appropriate party in a timely manner.
• Deal with complaint calls efficiently and professionally, negotiating when required for sensitive information.
• Support the Head of Healthcare to maintain personnel/HR reporting requirements such as sickness and annual leave.
• Use initiative and work unsupervised to implement administration systems and improve ways of working.
• Manage the external hospital appointments system in close partnership with prison staff and GPs.
• Handle the clinical coding of patient records.
• Ensure staff work to and understand relevant Trust policies, procedures and guidelines (especially confidentiality) and propose changes where appropriate.
• Implement health and safety policies with the staff group, e.g., workstation assessments.
• Support the Admin Manager in implementing core operational administration systems and services to meet service requirements.
• Organise events as and when required, including assessments and visiting clinicians.
• Manage resources and coordinate ordering of stock and supplies.
• Provide leadership for junior administrative staff and take part in local induction.
• Encourage a culture of professional and effective communication and maintain constructive relationships with Operational Managers, Admin Manager, senior clinicians and partners.
• Provide audit support, liaise with Finance Department on invoice/payment queries, and monitor cost coding and invoices.
• Deal with aggressive and distressed clients, families and professional bodies including solicitors, social workers and community teams, face to face or by telephone.
• Maintain and update efficient use of IT systems, including SystmOne and P‑NOMIS.
• Produce clinical reports, letters, presentations and circulate service information.
• Promote a positive image of mental health, ensuring respect and dignity of individuals at all times.

Custodial Responsibilities

• Assume personal responsibility for the security of issued keys.
• Understand and comply with prison orders, procedures and instructions.
• Comply with all security requirements.
• Respond to situations that might indicate a threat to security or safety, completing Incident, Security, Injury or other reports as appropriate.
• Report breaches of order and discipline, including recording untoward incidents according to local protocol.
• Contribute to effective risk assessment and management procedures.

Important Information, Please Read

• All applicants must be willing to undertake National Security Vetting in a Prison Setting. This will be completed as part of the pre‑employment checks through Oxleas and the prison vetting team.
• Provide proof of right to work, ID, address documentation, and if non‑UK passport holders, right to work in the UK and a Home Office Share code.
• Provide five years of address history. If less than five years UK address history, provide a Police Certificate in English for previous residence.
• UK passport holders who have lived abroad for more than six months in the last three years must provide a certificate of good conduct or overseas police check in English.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. Misrepresentation may result in withdrawal of the offer. For armed forces specific support, see our website: https://oxleas.nhs.uk/armed-forces-community/

Important Sponsorship Information for this post

We are currently unable to offer a certificate of sponsorship for this post.

Working for our Organisation

Oxleas NHS Foundation Trust offers a wide range of NHS healthcare services to people in community and secure environment settings, including district nursing, speech and language therapy, care for learning disabilities and mental health care. Our multidisciplinary teams work in partnership with other parts of the NHS, local councils and the voluntary sector. We have 4,300 staff, 125 sites across the South of England, and manage hospital sites including Queen Mary's and Sidcup, as well as the Bracton Centre, a medium secure unit for people with mental health needs.

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. If you meet the minimum criteria and have a disability, you can be guaranteed an interview under the Disability Confident Scheme. We encourage applicants to be open about their needs so we can provide an accessible interview experience.

Values

• We're Kind
• We're Fair
• We Listen
• We Care