Team Administrator

Northamptonshire Healthcare NHS Foundation Trust; United Kingdom; Remote; GBP 26,000 - 27,000; Full time

Job summary

Northamptonshire Healthcare NHS Foundation Trust seeks an administrative professional to join the team at HMP Lowdham Grange, Nottingham, providing frontline admin support in a secure environment.

The post covers booking clinics, SystmOne duties, minutes, procurement, and confidential patient correspondence within a multidisciplinary prison-based team.

Qualifications

• Experience of working in a patient facing admin role.
• Confident with Microsoft Office (Outlook, Word & Excel).
• Experience with taking minutes.
• Ability to work within a fast-paced team/environment.

Responsibilities

• Booking clinics and managing clinicians’ ledgers.
• SystmOne administration including workflow, pathology, links and registrations.
• Sending correspondence to patients under direction from clinical/leadership team.
• Placing procurement requests required by the teams.
• Taking minutes in clinical and operational meetings.
• Handling of Healthcare Subject Access Requests.
• Organising, booking and planning service-wide and local team meetings.
• Administration for Pharmacy Team.
• Medication orders and stock management.
• Filing prescriptions.

Tools

SystmOne

Job description

Main area Secured Services Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday 8.30 - 16.30) Job ref 270-TH212-HMPLG-B

Site HMP Lowdham Grange Town Lowdham, Nottingham Salary £25,760 - £27,476 per annum Salary period Yearly Closing 08/10/2026 08:00

Job overview

NHFTprovides integratedHealthcareservices at HMP Lowdham Grange.Services include primary care, pharmacy, mental health, neurodiversity and substance misuse, working with our Partner Agencies to support the health of male patients.

ToworkaspartoftheHealthcareteam,providingadministrativesupport,ensuringsafeworkingpracticesinasecureenvironmentinaccordancewiththe Trust and prison policies and procedures.

The post holder will work in close liaison with other disciplines in prison setting and with external agencies in arranging appointments to meet patient care.

Thepostholderwillbefullyintegratedin a multi-disciplinary team .

Therolewillinvolveworkingattimeswithoutdirectsupervision,undertakingdelegatedtasksandreportingbacktotheline manager.

Thepostholderwillactivelyparticipateintheongoingdevelopmentofpositiveworkingrelationshipswithofficersandstaffthroughoutthe prison.

Please note this post is subject to security vetting. To be considered for this post you will need to have continuously resided in the UK without any breaks for a minimum of 3 years prior to this application and be able to evidence your years of residency. Please note without sufficient evidence your application may not progress.

Main duties of the job

• Booking clinics and managing clinicians’ ledgers
• SystmOne administration including workflow, tasks, pathology, links, registrations, deductions,
• Sending correspondence to patients under direction from clinical or leadership team
• Placing procurement requests required by the teams
• Takingminutesinclinicalandoperationalmeetings
• Handling of healthcare Subject Access Requests.
• Organising,bookingandplanningservicewideandlocalteammeetings
• Administration for Pharmacy Team
• Medication orders and stock management
• Filing prescriptions

Working for our organisation

NHFT is an integrated primary care and mental health Trust, providing physical, mental health and specialty services in both hospital settings and out in the community. Because we put the person at the centre of all we do, we focus on delivering care that is as easy to access as possible. This means many of our services can be provided at home, work or in schools.We also provide health services to various prisons and detention centres in Bedfordshire and Cambridgeshire.

NHFT promotes a culture of learning to improve the care and safety of our patients and staff, which focuses on people who enable our Trust to be ‘outstanding’ by supporting opportunity, innovation, development and growth.

Detailed job description and main responsibilities

For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the ‘About You’ Section of the document.

Person specification

Experience

• Experience of working in a patient facing admin role
• Confident in Microsoft Office programmes, including Outlook, Word & Excel
• Experience of SystmOne clinical system
• Experience with taking minutes
• Ability to work within a fast paced team/environment

Prison vetting

• The application includes evidence of the required years of UK residency to meet prison vetting standards

Knowledge

• Previous experience / knowledge of using electronic patient record systems (SystmOne)
• Excellent interpersonal skills and the ability to utilise them to communicate effectively within a multi-disciplinary and team based working environment.
• Flexible approach to the changing daily needs of the service
• Experience working with those experiencing complex needs
• Experience of working within a multidisciplinary team
• Experience of working within a prison or secure setting

Experience

• Ability to respond to potentially challenging situations
• Ability to deal sensitively with patients and colleagues and maintain confidentiality and exercise judgement when dealing with sensitive issues

By completing an application you are giving authorisation for the transfer of your data. In submitting an application form, you authorise us to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process. Including factual reference, occupational health clearance and statutory and mandatory training records and full service history.

You must ensure that your application, including supporting statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

Correspondence regarding your application will be sent to you via a TRAC system account.

We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.

All roles are subject to the home office immigration rules and therefore eligibility must meet certain requirements for any sponsorship to be considered. Please visit the government website for more information regarding eligibility,

At NHFT we support many of our colleagues to work flexibly and we will consider requests for flexible working from day one. For this role, we are open to discussing a range of options including flexible hours, agile/home working, compressed hours and part time hours. Please have a conversation with the recruiting manager about the flexibility you need and we will promise to explore what is possible with you.

Applicants who have a disability and meet the essential criteria for the job will be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

All posts that are engaged in a regulated activity will be subject to a Disclosure and Barring Service (DBS) check and a DBS re-check on a three yearly basis whilst employed in such a role. Staff employed in these posts will therefore be asked to register with the DBS Automatic Update Service upon receipt of their DBS certificate and must update yearly , the annual fee will be reimbursed subject to Trust policy. For further information please visit: DBS Update Service: applicant guide - GOV.UK (www.gov.uk)

Please note if a DBS is applicable for the position then a charge will be deducted from your first salary.

Please note that all new starters to the trustare subject to a probationary period.

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.