Job summary
This is an exciting opportunity to join a newly commissioned Offender Personality Disorder (OPD) Service. The service which is in its early stages of mobilisation will include an OPD outreach service to men within HMP High Down and a specialist residential Psychologically Informed Planned Environment (PIPE) unit for men with learning disabilities. Initially the post will support our OPD teams in both the women's service at HMP Downview & the men's service at HMP High Down
You will be joining a new staff team that will include psychologists, occupational therapy, a Speech & Language therapist, prison officers & an Advanced Lived Experience Practitioner. We are seeking a compassionate & enthusiastic administrator who enjoys working as part of a multi-disciplinary team and who is interested in working in a service user facing environment.
This is a London Pathways Partnership (LPP) service, with CNWL as the lead provider. LPP is a consortium of 5 NHS Trusts working in partnership to deliver a network of services to complex and high-risk service users in London & the Southeast. LPP deliver integrated services, primarily within the OPD pathway across London community & within several local prisons, thus ensuring a supported prison to community pathway. We actively support research and have close relationships with academics from several local universities
Main duties of the job
- To provide efficient and effective secretarial and administrative support to the PIPE team.
- The post holder will be expected to cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These are secretarial, administrative and IT skills.
- To provide a comprehensive administrative service and PA support to the PIPE team
- To undertake delegated administrative tasks on behalf of the Administrative Manager and to responsible for the day-to-day running and control of administrative and secretarial services of the Team.
- The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.
- This post is based with the team on the PIPE unit and is a service user facing role.
About us
HMP High Down & HMP Downview are in easy reach of London & the surrounding areas, has free parking & offers staff free use of onsite leisure activities.
By joining LPP & CNWL you will be joining a department that provides an array of mental health & OPD services across London & the home counties.
Our staff are dynamic & welcoming & the networking & CPD opportunities are central to our services ethos. We have active research forums & promote the work we do through academic & clinical forums. All staff receive regular supervision & are supported with career aspirations and progression.
Excellent staff benefits, our benefit packages are amongst the best in London and include:
- Health and wellbeing services
- Season ticket loans
- Cycle to work scheme
The trust also values its staff and you are entitled to become a member of MyTrustBenefits. This is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working in our healthcare settings.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
Secretarial
- To prepare and distribute documents by using the prison administration system (CNOMIS), the patient administration system (Systmone), and Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
- To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer clinical matters to relevant members of the clinical team.
- Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
- To organise and attend meetings as directed for the team, including hospitality, preparing reports, agendas, taking minutes/notes.
- Co-ordinate travel and accommodation arrangements.
- Co-ordination of local events as required by the PIPE Clinical Leads and Offender Personality Disorder Head of Service Line.
Record Keeping
- To maintain a filing system and to record the movement of service users' case notes according to Trust & HMPPS policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
- To be responsible for responding to requests for service users records including tracking and reporting of activity to Trust HQ and the team manager in line with information governance procedures.
- To assist in carrying out a quarterly or annual audit of service users case notes and act in accordance with the Data Protection Act.
- To ensure that all relevant paperwork is filed correctly in service users files including scanning.
- To maintain and update information on the clinical database including but not limited to processing of referrals and minimum data maintenance.
- To liaise with healthcare providers and HMPPS services in the prison, other sectors across the Trust and external agencies as required.
- To treat information received in the course of duties as confidential, and to ensure that such information is not revealed to unauthorised personnel.
Administration and Management of Resources
- To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures.
- To participate in local induction of new employees to the team and to provide supervision administration colleagues as and when required.
- To collect and input statistical information using a spreadsheet, database or dedicated Patient information system ensuring that all information is readily available for presentation and use on a regular basis.
- To monitor and maintain levels of materials and equipment necessary for the service provision including stationary and office equipment, prepare requisitions for authorisation, process delivery notes, and invoices and to ensure the secure storage and distribution of stationery requirements of the team within the laid down timescales.
- To have an understanding of health and safety regulation and assist in maintaining a safe environment for service users and visitors to the department in accordance with fire, health and safety procedures.
Communication
- To act as first point of liaison with all Partner Agencies, and professionals to ensure the smooth running of the hubs and sharing of relevant information in respect of service users.
- Develop good working relationships and practices with all PIPE staff and external agencies.
- To liaise with all professionals and ensure the smooth running of PIPE and to develop good working practices and relationships within the team.
- To be knowledgeable and able to communicate effectively with service users and being sensitive to their particular circumstances.
- To be responsible for ensuring a full and effective communication system exists throughout the department.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
Secretarial
- To prepare and distribute documents by using the prison administration system (CNOMIS), the patient administration system (Systmone), and Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
- To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer clinical matters to relevant members of the clinical team.
- Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
- To organise and attend meetings as directed for the team, including hospitality, preparing reports, agendas, taking minutes/notes.
- Co-ordinate travel and accommodation arrangements.
- Co-ordination of local events as required by the PIPE Clinical Leads and Offender Personality Disorder Head of Service Line.
Record Keeping
- To maintain a filing system and to record the movement of service users' case notes according to Trust & HMPPS policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
- To be responsible for responding to requests for service users records including tracking and reporting of activity to Trust HQ and the team manager in line with information governance procedures.
- To assist in carrying out a quarterly or annual audit of service users case notes and act in accordance with the Data Protection Act.
- To ensure that all relevant paperwork is filed correctly in service users files including scanning.
- To maintain and update information on the clinical database including but not limited to processing of referrals and minimum data maintenance.
- To liaise with healthcare providers and HMPPS services in the prison, other sectors across the Trust and external agencies as required.
- To treat information received in the course of duties as confidential, and to ensure that such information is not revealed to unauthorised personnel.
Administration and Management of Resources
- To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures.
- To participate in local induction of new employees to the team and to provide supervision administration colleagues as and when required.
- To collect and input statistical information using a spreadsheet, database or dedicated Patient information system ensuring that all information is readily available for presentation and use on a regular basis.
- To monitor and maintain levels of materials and equipment necessary for the service provision including stationary and office equipment, prepare requisitions for authorisation, process delivery notes, and invoices and to ensure the secure storage and distribution of stationery requirements of the team within the laid down timescales.
- To have an understanding of health and safety regulation and assist in maintaining a safe environment for service users and visitors to the department in accordance with fire, health and safety procedures.
Communication
- To act as first point of liaison with all Partner Agencies, and professionals to ensure the smooth running of the hubs and sharing of relevant information in respect of service users.
- Develop good working relationships and practices with all PIPE staff and external agencies.
- To liaise with all professionals and ensure the smooth running of PIPE and to develop good working practices and relationships within the team.
- To be knowledgeable and able to communicate effectively with service users and being sensitive to their particular circumstances.
- To be responsible for ensuring a full and effective communication system exists throughout the department.
Person Specification
Qualifications
Essential
- oGCSE or other equivalent qualification
- oNVQ 3 or RSA 3 or equivalent experience
Desirable
- oRecognised qualification in the use of computer software e.g. MS Excel, Word. Access. ECDL
Experience
Essential
- oRelevant qualification or substantial administrative experience.
- oExperience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
- oExperience of working in health or health related environment
- oExperience of working with staff at senior level
Desirable
- Work within multidisciplinary teams
- Experience of staff supervision/management
- Experience of using a trauma informed approach
Skills
Essential
- oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access
- oMust be numerate and able to provide statistical data clearly and accurately.
- oDemonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, and statistics.
- oTo understand the principles and legislative framework around confidentiality and understand the issues involved.
- oAble to build constructive relationships with warmth and empathy, using good communication skills.
Desirable
- oKnowledge of Client Administration Systems
Person Specification
Qualifications
Essential
- oGCSE or other equivalent qualification
- oNVQ 3 or RSA 3 or equivalent experience
Desirable
- oRecognised qualification in the use of computer software e.g. MS Excel, Word. Access. ECDL
Experience
Essential
- oRelevant qualification or substantial administrative experience.
- oExperience of providing receptionist duties and dealing with members of the public both face to face and on the phone.
- oExperience of working in health or health related environment
- oExperience of working with staff at senior level
Desirable
- Work within multidisciplinary teams
- Experience of staff supervision/management
- Experience of using a trauma informed approach
Skills
Essential
- oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access
- oMust be numerate and able to provide statistical data clearly and accurately.
- oDemonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, and statistics.
- oTo understand the principles and legislative framework around confidentiality and understand the issues involved.
- oAble to build constructive relationships with warmth and empathy, using good communication skills.
Desirable
- oKnowledge of Client Administration Systems
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
