Senior Administrator

Oxleas NHS Foundation Trust; Castletown; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

NHS pension

Job summary

Oxleas NHS Foundation Trust is seeking an experienced administrator to support the multidisciplinary team across prison health services. You will handle confidential admin tasks, coordinate workloads, and supervise junior staff to ensure efficient delivery of care.

The role requires proficiency in Word/Excel/PowerPoint, experience with NHS systems, and the ability to work autonomously within security-sensitive environments. National Security Vetting applies.

Qualifications

• Able to work autonomously with minimal supervision.
• Experience in staff management and supervision.
• Excellent written and verbal communication skills.
• Familiarity with Word, Excel and PowerPoint; willingness to learn IT systems.

Responsibilities

• Provide high-quality confidential administrative support to the MDT.
• Supervise junior colleagues and manage workload.
• Coordinate administrative functions, manage emails and filing.
• Prepare agendas/minutes and distribute papers for meetings.

Skills

Working autonomously

Staff management

Excellent communication

Prioritisation

Education

NHS admin experience

Tools

SystmOne

Word

Excel

PowerPoint

Job description

Our healthcare team have a real impact on promoting health and well-being to those in prison and we pride ourselves on using skills and strategies that instil hope for patients future resettlement back into the community. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future.

As part of ourhealthcare team, you will enjoy all the benefits of NHS AfC employment (inc pension) with the opportunity to work within a forward-thinking service, who encourage career and personal development to all staff to increase their clinical and interpersonal skills.

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

Main duties of the job

The post holder will provide a high quality, confidential administrative service supporting the MDT, using independent judgment, working proactively with minimal supervision and prioritising workload using own initiative.

Main duties will include:

• To support the in the administration, reporting requirements and workforce duties.
• The post holder will need to be conscientious, meticulous, and at all times act in a confidential manner.
• The post holder will need to be highly motivated, be able to work unsupervised, be able to use own initiative, prioritise own workload, be able to deal with a number of complex issues at one time and work under pressure.
• The post holder will be required to supervise junior colleagues.
• The post holder will represent Oxleas NHS Trust in a professional and friendly manner.

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 Listen
• We Care

Detailed job description and main responsibilities

• 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 on behalf of the clinical services and 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 record-keeping 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 Administration teamand 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 management team 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

IMPORTANT INFORMATION, PLEASE READ:

Sponsorship is not available for this post.

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.

• Management and administration training or equivalent experience

Experience

• Working autonomously
• Staff management and supervision

Skills

• Knowledge of Word, Excel, Power Point
• Excellent written and verbal communication skills and ability to communicate proficiently at all

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 require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

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/

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct.Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.