Job summary
The post holder will be responsible for providing an efficient and high quality clerical service to the Integrated Healthcare team at HMYOI Cookham Wood. You will work as part of an established and experienced administration team, joining a passionate and dedicated integrated healthcare team.
PLEASE NOTE ANY CANDIDATE WISHING TO APPLY FOR ANY OF OUR ROLES IN HEALTH AND JUSTICE SERVICES WILL BE SUBJECT TO PRISON VETTING CLEARANCE. WHICH REQUIRES YOU TO HAVE BEEN A RESIDENT IN THE UK FOR A MINIMUM OF 3 YEARS. CANDIDATES WHO DO NOT MEET THIS CRITERIA NEED NOT APPLY.
Main duties of the job
We are looking for a bright enthusiastic and motivated individual to join our Integrated Healthcare team. The candidate must be able to work in a busy environment. The post is permanent, with 3 month probation period, part time, 22.5 hours per week.
To provide a general administrative function to all the integrated healthcare services at YOI Cookham Wood. To provide administrative support for meetings and PA service to the Head of Healthcare. To draft correspondence, manage appointment and management diaries, interact with and update a variety of systems and databases, answer queries over the phone, by email and written correspondence, and in person.
Administration of healthcare appointments, escorts, external medical appointments, complaints, concerns enquiries and compliments.
Accepting and redirecting mail. Administration of Cookham Wood Global email accounts.Support the data analyst and Business and performance manager in collating data and information as required .
The post holder must have excellent interpersonal skills and have the ability to communicate effectively and be able to work as a team player. The post holder must be able to work to deadlines, multi task and work in a busy environment. Candidates should have good IT skills. Ideally applicants will have previous experience in health care and/or secure settings.
About us
Our Trust Values
Central and North West London NHS Foundation Trust expects all staff to act in a way which shows you understand our core values and are willing to put them into practice with service users/ patients, their friends, family and carers and also other staff members.
COMPASSION: contribution to a caring and kind environment and recognition that what you do and say can help to improve the lives of others.
RESPECT: acknowledge, respect and value diversity of each individual, recognition of uniqueness.
EMPOWERMENT: continually try to provide information, resources and support to help others make their own decisions and meet their own needs. The Trust endeavours to support all staff to enable them to develop and grow.
PARTNERSHIP: work closely with others and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and fund our work.
Job description
Job responsibilities
- To provide general administrative support where needed across healthcare, including Primary Care, HEWBT, Training, HR, Quality and Performance.
- To provide administrative support for meetings including timely preparation and distribution of papers, managing calendars and bookings, minute taking and maintenance of action plans and risk registers, setting up equipment.
- Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately.
- Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines.
- Deal with telephone enquiries from, acting as first point of contact for the healthcare team and external agencies, and respond accordingly.
- Ensure information received from other agencies is processed in a timely and confidential manner.
- To provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, P-NOMIS, SystmOne, NDTMS) to the senior management team.
- To prepare the NDTMS upload for review by ISMS Team Leader.
- Produce the daily patient movement list (PMMS).
- Respond to requests for Medical Records within set timescales.
- Scanning and filing to patient records as required.
- To assist in the implementation of management information systems in use with inputting and extracting data.
- Provide administrative support for the recruitment process as required both pre and post interview
- To photocopy and distribute documents, letters, reports etc as requested.
- Support and allocate internal/external appointments as required.
- Order supplies to include medical and stationery requirements.
- Liaise with internal and external agencies e.g. the IT and Facilities departments, as required to ensure routine maintenance of equipment and treatment areas is kept up to date
- To provide statistical information as required.
- Ensure records are maintained and filed in a secure, safe and appropriate manner.
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 on our healthcare settings.
Job description
Job responsibilities
- To provide general administrative support where needed across healthcare, including Primary Care, HEWBT, Training, HR, Quality and Performance.
- To provide administrative support for meetings including timely preparation and distribution of papers, managing calendars and bookings, minute taking and maintenance of action plans and risk registers, setting up equipment.
- Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately.
- Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines.
- Deal with telephone enquiries from, acting as first point of contact for the healthcare team and external agencies, and respond accordingly.
- Ensure information received from other agencies is processed in a timely and confidential manner.
- To provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, P-NOMIS, SystmOne, NDTMS) to the senior management team.
- To prepare the NDTMS upload for review by ISMS Team Leader.
- Produce the daily patient movement list (PMMS).
- Respond to requests for Medical Records within set timescales.
- Scanning and filing to patient records as required.
- To assist in the implementation of management information systems in use with inputting and extracting data.
- Provide administrative support for the recruitment process as required both pre and post interview
- To photocopy and distribute documents, letters, reports etc as requested.
- Support and allocate internal/external appointments as required.
- Order supplies to include medical and stationery requirements.
- Liaise with internal and external agencies e.g. the IT and Facilities departments, as required to ensure routine maintenance of equipment and treatment areas is kept up to date
- To provide statistical information as required.
- Ensure records are maintained and filed in a secure, safe and appropriate manner.
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 on our healthcare settings.
Person Specification
Education and Qualification
Essential
- NVQ Level 2 Administration (or equivalent)
- GCSE (A*-C) or equivalent in English and Maths
Desirable
- ECDL
- RSA in shorthand/typing
- NVQ in Administration Level 3
Previous Experience
Essential
- Substantial secretarial or administration experience
- Experience of data entry using various databases
- Experience of working within complex teams
- Experience on Excel
- Experience of taking minutes, some at senior level
- Experience of organising conferences/meetings, some at senior level
- Demonstrated ability to sustain initiative and direction under difficult circumstances
- oMaintaining Databases
Desirable
- Previous experience within an NHS or local authority setting
- Experience on Power point.
- Demonstratable experience of working in a secure setting
- Data Processing and analysis
Skills & Knowledge
Essential
- Knowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine
- Demonstrated ability to work within and show understanding of equal opportunities
- Good working knowledge of using databases
- Advanced keyboarding skills.
- Proficient in Microsoft Software.
- Proficient email management
- Ability to introduce and maintain efficient office systems - both routine and non-routine.
- Excellent organisational skills
- Excellent communication skills - both written and verbal.
- Ability to deal with complex and sensitive information.
- Ability to work within a Multidisciplinary Team
- Ability to work autonomously using own initiative.
- Ability to plan and prioritise workload.
- Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks (ie transcribing complicated medical or psychological court reports)
Desirable
- Understanding of health & safety issues.
- Understanding of the Data Protection Act and Issues around Confidentiality
- Shorthand/ speedwriting
OTHER REQUIREMENTS
Essential
- Evidence of personal development within administration.
- Ability to work in a secure environment.
- Ability to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies.
- Ability to sit and word-process for a substantial portion of working time.
- Ability to exercise discretion and maintain confidentiality at all times.
- Ability to deal with staff and clients in a courteous, professional and helpful manner.
- Ability to work under pressure.
- Enthusiastic and willing to learn
Desirable
- Understanding of Data Protection / Confidentiality
Person Specification
Education and Qualification
Essential
- NVQ Level 2 Administration (or equivalent)
- GCSE (A*-C) or equivalent in English and Maths
Desirable
- ECDL
- RSA in shorthand/typing
- NVQ in Administration Level 3
Previous Experience
Essential
- Substantial secretarial or administration experience
- Experience of data entry using various databases
- Experience of working within complex teams
- Experience on Excel
- Experience of taking minutes, some at senior level
- Experience of organising conferences/meetings, some at senior level
- Demonstrated ability to sustain initiative and direction under difficult circumstances
- oMaintaining Databases
Desirable
- Previous experience within an NHS or local authority setting
- Experience on Power point.
- Demonstratable experience of working in a secure setting
- Data Processing and analysis
Skills & Knowledge
Essential
- Knowledge of a range of detailed secretarial and administrative procedures - both routine and non-routine
- Demonstrated ability to work within and show understanding of equal opportunities
- Good working knowledge of using databases
- Advanced keyboarding skills.
- Proficient in Microsoft Software.
- Proficient email management
- Ability to introduce and maintain efficient office systems - both routine and non-routine.
- Excellent organisational skills
- Excellent communication skills - both written and verbal.
- Ability to deal with complex and sensitive information.
- Ability to work within a Multidisciplinary Team
- Ability to work autonomously using own initiative.
- Ability to plan and prioritise workload.
- Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks (ie transcribing complicated medical or psychological court reports)
Desirable
- Understanding of health & safety issues.
- Understanding of the Data Protection Act and Issues around Confidentiality
- Shorthand/ speedwriting
OTHER REQUIREMENTS
Essential
- Evidence of personal development within administration.
- Ability to work in a secure environment.
- Ability to exercise judgement when dealing with queries from patients, relatives and enquiries from external agencies.
- Ability to sit and word-process for a substantial portion of working time.
- Ability to exercise discretion and maintain confidentiality at all times.
- Ability to deal with staff and clients in a courteous, professional and helpful manner.
- Ability to work under pressure.
- Enthusiastic and willing to learn
Desirable
- Understanding of Data Protection / Confidentiality
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).
