Band 3 Administrator

Oxleas NHS Foundation Trust; Tortworth; On-site; GBP 22,000 - 26,000; Full time

Job summary

Oxleas NHS Foundation Trust is offering a 12 month Band 3 Administrator position at HMP Leyhill, focused on delivering a varied and rewarding range of administrative duties within a Cat D prison environment.

The role involves copy/audio typing, diary and meeting management, handling confidential records, and supporting multidisciplinary teams to ensure patient care pathways and service delivery run smoothly.

Qualifications

• Undertake copy/audio typing and word processing for reports, letters, and discharge summaries, prioritising workload and deadlines.
• Handle incoming correspondence daily, distribute and take action, flag urgent items.
• Prepare and present any statistical returns as necessary.
• Arrange meetings and rotas, and support administrative procedures.
• Maintain confidential client filing systems, ensuring up-to-date records.
• Attend and participate in meetings.
• Take minutes of meetings and distribute actions.
• Diary management, photocopying, faxing, ordering supplies.
• Use SystmOne, email, intranet, internet and Microsoft packages.
• Handle routine and urgent matters with initiative and minimal supervision.
• Participate in supervision and appraisals.
• Perform other duties as required to ensure efficient operations.

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.

Skills

Copy typing

Audio typing

Word processing

Diary management

Meetings coordination

MS Office

SystmOne

Tools

SystmOne

Microsoft Office

Intranet

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.

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.

• 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 photographic ID
• 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.
• 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.

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