Senior Administrator - HMP & YOI Feltham

Job responsibilities

Please see attached JD&PS for full details of duties and responsibilities.

1. To be responsible for the day-to-day management of administrative services for HMP&YOI Feltham healthcare services including subcontracted teams e.g. GPs and other allied health professionals. This includes the implementation, development and maintenance of office and administrative procedures to ensure all requirements of the teams are met.
2. To ensure daily admin tasks are assigned to named administrator and ensure accountability structure in place within the team.
3. To identify to the Business and Performance Manager and relevant healthcare leads any administrative problems that need addressing.
4. To ensure administrative support for meetings is delivered, including timely preparation and distribution of papers, effective management of calendars and bookings, minute taking and the maintenance of action plans and risk registers.
5. To supervise the administration teams use of a variety of software packages (primarily MS Word, MS Excel, P-NOMIS, SystmOne, NDTMS/DET uploads , i-procurement, Datix, IQUIVA, FFT) to ensure the needs of the senior management team are met.
6. To ensure the maintenance of adequate stationery used within the service, and place orders on the Trust procurement system.
7. To support administration of recruitment events, away days and training events by booking venues and providing reception services at the event.
8. To prepare small items of information/research for members of the Team and to assist in the preparation of reports/presentations as appropriate.
9. To support health promotion and assistant practitioners in procurement processes of information leaflets that are up-to-date, identifying new literature that is appropriate for the Service.
10. Develop and maintain systems to organise ones own workload and the workload of the team.

Qualifications

Essential

• GCSE or other equivalent qualification
• RSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experience

Desirable

• Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDL.

Experience

Essential

• Secretarial/Administrative experience.
• Relevant qualification/experience
• Experience of diary management
• Experience of project, events or conference management
• Experience of providing receptionist duties and dealing with members of the public and service users, both face to face and on the phone.

Desirable

• Previous experience within an NHS or local authority setting
• Experience on Power point
• Data Processing and analysis
• Experience of staff supervision/management

KNOWLEDGE

Essential

• A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint and Access.
• Must be numerate and able to provide statistical data clearly and accurately.
• Confidence to work on own initiative and to consult as needed.
• Ability to work positively in a team
• Ability to work under pressure.
• To understand the principles and legislative framework around confidentiality and understand the issues involved.
• Understand the principles of Information Governance and associated roles such at Caldicott Guardian, SIRO, data controller etc

Desirable

• Understanding of health & safety issues and risk assessment processes
• Understanding of the Data Protection Act and Issues around Confidentiality.

SKILLS

Essential

• Advanced keyboarding skills. Proficient in Microsoft Software.
• Proficient email management
• Ability to introduce and maintain efficient office systems - both routine and non-routine.
• 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)
• Excellent communicate skills in English, both verbally and in writing
• Ability to learn new skills and adapt to change.
• Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management,record keeping and statistics.
• Ability to treatservice users with respect and dignity at all times, adopting a holistically sensitive approach, which considers the needs of the whole person.

Desirable

• Shorthand/ speedwriting

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.

Certificate of Sponsorship

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).