Administrator

Oxleas NHS Foundation Trust; Wotton-under-Edge; On-site; GBP 21,000 - 25,000; Full time

Job summary

Oxleas NHS Foundation Trust is offering a 12-month Band 3 Administrator position based at HMP Leyhill. The role is Monday to Friday within a Cat D prison environment, supporting multidisciplinary teams, service delivery, patient care pathways and operational functions.

The successful candidate will join a committed NHS team, with opportunities to develop broad administrative skills, maintain confidential records and contribute to service improvements across the prison estate.

Qualifications

• Experience of working in prison environment.
• Experience of taking minutes.
• Experience of database management.
• Ability to handle confidential information with discretion.
• Excellent communication and organizational skills.

Responsibilities

• Undertaking copy/audio typing and word processing for reports and letters, including legal documentation, while prioritising workload and deadlines.
• Dealing with incoming correspondence daily, distributing and taking appropriate action and highlighting urgent items.
• Preparing and presenting statistical returns as necessary.
• Undertake administrative procedures to support the team, e.g. rota coordination and meeting organisation.
• Maintaining effective client filing systems, ensuring records are confidential and accessible.
• Attending and participating in meetings and minute-taking.
• Diary management, stationery monitoring and ordering as required.
• Using SystmOne, email, intranet, Internet and Microsoft packages as required.
• Handling routine and urgent matters with initiative and minimal supervision.
• Participating in supervision and PDR/appraisal.

Skills

Administrative skills

Minute taking

Diary management

Communication skills

Teamwork

Tools

SystmOne

Job description

We are excited to offer a 12 month opportunity for a Band 3 Administrator to work at HMP Leyhill, providing a varied and rewarding role.

This position offers the chance to develop a broad range of skills and experience, working Monday - Friday within a Cat D prison environment. The successful candidate will work closely with multidisciplinary teams supporting service delivery, patient care pathways, and operational functions within the prison setting.

Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.

Main duties of the job

This is an ideal opportunity for someone who enjoys variety, and is motivated by working collaboratively across teams. You will gain exposure to diverse healthcare services, contribute to service improvement, and play an important role in supporting high-quality care for patients across the prison estate.

You will be highly valued as an organised, adaptable, and proactive individual with strong communication skills and the ability to build positive working relationships across multiple teams and environments.

Working for our organisation

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.

We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:

• We’re Kind
• We’re Fair
• We Listen
• We Care

Detailed job description and main responsibilities

• Undertaking copy/audio typing and word processing support to the team for the provision of required client related reports, letters, discharge summaries etc, including legal documentation, whilst prioritising work-load and meeting deadlines.
• Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary and ensuring urgent items are brought to the attention of a member of the team.
• Preparing and presenting any statistical returns as necessary.
• Undertake any administrative procedures required to support the team, e.g. arrange medical staff & practitioner rota’s organise meetings.
• Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.
• Attending and participating in meetings.
• Minute meetings e.g. case conferences/professional meetings and team meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.
• Undertaking administrative duties, e.g. diary management, photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.
• Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft packages as required.
• Handling both routine and urgent matters using initiative and with minimal supervision.
• Participating in supervision and PDR/appraisal.
• Undertaking any other duties commensurate with the level of the post as required, ensuring efficient and effective running of the department/section.

IMPORTANT INFORMATION, 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.

Person specification

Qualifications

Experience

• Experience of working in prison environment

Experience

• Experience of taking minutes
• Experience of database management

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.