Job summary
An exciting opportunity has arisen for an enthusiastic and committed individual with excellent written and verbal communication skills, and a broad range of up-to-date IT and administrative skills, to join our Integrated Community Pathways Service (ICPS) in South-West London. The service is part of the Offender Personality Disorder (OPD) pathway, which is a national initiative offered by NHS England and HMPPS supporting the effective management and engagement of high-risk people on probation who present with complex personality difficulties, with the joint aims of reducing offending and improving psychological wellbeing.
Please note, as well as DBS checks you will also be expected to undertake HMPPS security vetting.
Development opportunities:We are committed to get the very best out of our staff and support staff in their career aspirations. Opportunities for ongoing in-house training and development are offered to all staff on the OPD Pathway, where you will be able to develop your skills and build on your experience.
Flexible working:As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage.
Main duties of the job
The post holder will provide administration support and coordination to the South West London Integrated Community Pathways Service (ICPS), incorporating the Core-Offender Management Service (CORE-OM) as well as Intensive Intervention and Risk Management Service (IIRMS) to support the effective management and engagement of people on probation with personality disorder/difficulties who are residing in the community.
The post holder will provide a comprehensive, efficient, and effective administrative service to the team, including some pan-London administration responsibilities. The post requires the ability to work on own initiative, to be organised and able to prioritise a number of key tasks, to liaise effectively with a broad range of professions and service users, and to maintain client confidentiality. The post holder will also be expected to work alongside, and to cover when appropriate, other pan-London administration staff, which may include travel to sites across London.
About us
The London Pathways Partnership (LPP) is a consortium of five NHS Trusts co-delivering a pan-London ICPS for the OPD Pathway. The OPD Pathway provides services to men and women with complex psychological difficulties and serious offending histories, and to multi-agency professionals working with them.
The South West ICPS is a multidisciplinary team made up of psychologists, probation officers, clinical practitioners and specialists from other sectors (e.g. housing). We deliver consultation, training and joint casework to Probation Service London (PSL), and stabilisation/therapeutic interventions to people on probation. We have active social inclusion and user involvement programmes developed in partnership with service users and the PSL in line with desistance principles. LPP's Social Inclusion projects include the development of community 'Hubs' in north and south London offering a range of socially inclusive activities and support to service users. We cover the following areas: Hounslow; Kingston & Richmond; Merton & Sutton; Wandsworth; Lambeth; and Croydon.
Blue Star House is based in south London, zone 2 and is close to a vibrant high street with lots of shops and restaurants. It is within walking distance of Brixton rail and tube station, Stockwell tube station and Clapham High Street rail station, offering easy transport links. Please note the postholder will be expected to travel to attend meetings elsewhere in London, on occasion.
Job description
Job responsibilities
Administrative/Secretarial Support:
To provide comprehensive administrative support to members of the I-CAN Service, with some pan-London administration responsibilities. This will include minute taking, diary management, meeting coordination, typing letters and reports when necessary, filing, distributing post, photocopying, sending e-mails, and ordering stock. Ensure that any clinical letters and reports are typed and despatched promptly, taking follow up action where necessary. To be the main point of contact for the Service Lead and the team, taking and passing on messages promptly. To deal professionally with telephone enquiries, using initiative to take follow up actions when appropriate and, in a tactful manner, help to reassure people on probation who can be distressed and confused. To be responsible where necessary for bringing urgent referrals / enquiries to the attention of the appropriate member of staff. Record referrals and contacts made by clinical staff. Create / amend entries and record all correspondence on the electronic recording system nDelius and extract information as and when required, ensuring data quality is monitored and any concerns raised. To coordinate and maintain office filing systems and databases of all service user information (patient notes, correspondence, questionnaires) is accessible to relevant staff; is kept in line with data quality standards, record keeping and confidentiality policies at all times. Any concerns should be raised. To organise regular team business meetings, referral and people on probation review meetings, taking and circulating minutes and agendas to members of the team. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing. To minute meetings as required. To ensure administrative cover for annual leave / study leave. To organise the repair and maintenance of all machines and to ensure that appropriate records are maintained. To take part in regular Administrators' Meetings to ensure continuity of a high standard of service and provision of information across the pan-London service. Undertake any other reasonable duties as negotiated with the Service Lead. To work in accordance with the Directorate and pan-London LPP Operational Policies.
Information/Performance Data:
To ensure that all Key Performance Indicator (KPI) information and data is inputted in a timely fashion, scanning and uploading documentation where required. Ensure service data quality targets are met and maintained. To maintain and / or create spreadsheets / systems to capture required information and data in order to chart the progress of the team and the work they undertake, prepare reports and audits from the data gathered. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring. To participate in activity monitoring and basic audit as required. To review data systems on a regular basis to review data quality. To pro-actively advise team members of gaps in information.
Management, Recruitment and Service Development:
To contribute to the development, evaluation, and monitoring of the teams operational policies and services, through the deployment of professional skills in research, service evaluation and audit. To contribute to the development of the services governance and strategy, and to implement and monitor policy and practice initiatives as required. To advise both service and professional management on those aspects of the service where psychosocial and/or organisational matters need addressing. To implement policy and propose changes to practices and procedures within the service area and the OPD Pathway. To be involved, as appropriate, in the shortlisting and interviewing of multidisciplinary staff. To be involved in service development projects as agreed by the Service Lead.
Training & Education:
To ensure that all of your required mandatory training is up to date. To record appraisal, PDP, Fire Training, core training, and professional registration details for all staff in the team on eRostering, and Leap. To be responsible for completing eRostering for the team regularly throughout the month and ensure that this is checked and signed off by the Service Lead at the due date each month. To be proficient in the use of IT for email, intranet and clinical record purposes. To be familiar with word processing and database packages; to use appropriate computer software to develop and create clinical or other service-related reports or documents.
Finances/Budgets:
Order and distribute stock and non-stock supplies, including equipment for the team ensuring appropriate use of resources within budgetary guidelines and financial constraints.
Health & Safety:
Where necessary to jointly undertake monthly Health & Safety Audits and submit to the General Manager. To escalate Health & Safety issues via the appropriate channels. To undertake appropriate training to be the nominated Health & Safety Champion and Fire Warden for the team. To report all maintenance issues and ensure timely completion, chasing if and when required. To keep a record of all maintenance issues and requests. To be the point of contact for PPE stock requests and clinical waste collections. To ensure arrangements are in place for the adherence to Health & Safety legislation and requirements on behalf of the Trust and Integrated Services. To ensure compliance with agreed Infection Control (IC) policies and procedures and ensure all staff are aware of and comply with IC within their own role including adherence to prevention of infection. To be responsible for ensuring the completion, collation and timely submission of all Health and Safety assessments and documentation for the service.
Communication:
To be responsible for ensuring any communications are cascaded appropriately and in a timely fashion within the service, including sensitive and confidential information. To ensure communications systems like mobile phones, pagers etc., are in working order, and address any issues or maintenance problems as they arise, keeping appropriate records. Broadly: to use information technology for a range of purposes; to have excellent verbal, written and communication skills; to induct new staff to appropriate filing and administration systems; to have the ability to remain calm and sensitive in difficult and stressful situations.
Personal Development:
Undertake annual Performance Review and Personal Development Planning. Adopt and implement agreed service developments in line with the Directorate and Trust objectives. Be responsible for own personal development in consultation with the Service Lead. To receive regular one to one and team supervision from the Service Lead.
Job description
Job responsibilities
Administrative/Secretarial Support:
To provide comprehensive administrative support to members of the I-CAN Service, with some pan-London administration responsibilities. This will include minute taking, diary management, meeting coordination, typing letters and reports when necessary, filing, distributing post, photocopying, sending e-mails, and ordering stock. Ensure that any clinical letters and reports are typed and despatched promptly, taking follow up action where necessary. To be the main point of contact for the Service Lead and the team, taking and passing on messages promptly. To deal professionally with telephone enquiries, using initiative to take follow up actions when appropriate and, in a tactful manner, help to reassure people on probation who can be distressed and confused. To be responsible where necessary for bringing urgent referrals / enquiries to the attention of the appropriate member of staff. Record referrals and contacts made by clinical staff. Create / amend entries and record all correspondence on the electronic recording system nDelius and extract information as and when required, ensuring data quality is monitored and any concerns raised. To coordinate and maintain office filing systems and databases of all service user information (patient notes, correspondence, questionnaires) is accessible to relevant staff; is kept in line with data quality standards, record keeping and confidentiality policies at all times. Any concerns should be raised. To organise regular team business meetings, referral and people on probation review meetings, taking and circulating minutes and agendas to members of the team. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing. To minute meetings as required. To ensure administrative cover for annual leave / study leave. To organise the repair and maintenance of all machines and to ensure that appropriate records are maintained. To take part in regular Administrators' Meetings to ensure continuity of a high standard of service and provision of information across the pan-London service. Undertake any other reasonable duties as negotiated with the Service Lead. To work in accordance with the Directorate and pan-London LPP Operational Policies.
Information/Performance Data:
To ensure that all Key Performance Indicator (KPI) information and data is inputted in a timely fashion, scanning and uploading documentation where required. Ensure service data quality targets are met and maintained. To maintain and / or create spreadsheets / systems to capture required information and data in order to chart the progress of the team and the work they undertake, prepare reports and audits from the data gathered. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring. To participate in activity monitoring and basic audit as required. To review data systems on a regular basis to review data quality. To pro-actively advise team members of gaps in information.
Management, Recruitment and Service Development:
To contribute to the development, evaluation, and monitoring of the teams operational policies and services, through the deployment of professional skills in research, service evaluation and audit. To contribute to the development of the services governance and strategy, and to implement and monitor policy and practice initiatives as required. To advise both service and professional management on those aspects of the service where psychosocial and/or organisational matters need addressing. To implement policy and propose changes to practices and procedures within the service area and the OPD Pathway. To be involved, as appropriate, in the shortlisting and interviewing of multidisciplinary staff. To be involved in service development projects as agreed by the Service Lead.
Training & Education:
To ensure that all of your required mandatory training is up to date. To record appraisal, PDP, Fire Training, core training, and professional registration details for all staff in the team on eRostering, and Leap. To be responsible for completing eRostering for the team regularly throughout the month and ensure that this is checked and signed off by the Service Lead at the due date each month. To be proficient in the use of IT for email, intranet and clinical record purposes. To be familiar with word processing and database packages; to use appropriate computer software to develop and create clinical or other service-related reports or documents.
Finances/Budgets:
Order and distribute stock and non-stock supplies, including equipment for the team ensuring appropriate use of resources within budgetary guidelines and financial constraints.
Health & Safety:
Where necessary to jointly undertake monthly Health & Safety Audits and submit to the General Manager. To escalate Health & Safety issues via the appropriate channels. To undertake appropriate training to be the nominated Health & Safety Champion and Fire Warden for the team. To report all maintenance issues and ensure timely completion, chasing if and when required. To keep a record of all maintenance issues and requests. To be the point of contact for PPE stock requests and clinical waste collections. To ensure arrangements are in place for the adherence to Health & Safety legislation and requirements on behalf of the Trust and Integrated Services. To ensure compliance with agreed Infection Control (IC) policies and procedures and ensure all staff are aware of and comply with IC within their own role including adherence to prevention of infection. To be responsible for ensuring the completion, collation and timely submission of all Health and Safety assessments and documentation for the service.
Communication:
To be responsible for ensuring any communications are cascaded appropriately and in a timely fashion within the service, including sensitive and confidential information. To ensure communications systems like mobile phones, pagers etc., are in working order, and address any issues or maintenance problems as they arise, keeping appropriate records. Broadly: to use information technology for a range of purposes; to have excellent verbal, written and communication skills; to induct new staff to appropriate filing and administration systems; to have the ability to remain calm and sensitive in difficult and stressful situations.
Personal Development:
Undertake annual Performance Review and Personal Development Planning. Adopt and implement agreed service developments in line with the Directorate and Trust objectives. Be responsible for own personal development in consultation with the Service Lead. To receive regular one to one and team supervision from the Service Lead.
Person Specification
Qualifications
Essential
- RSA III standard or equivalent experience of word processing, including knowledge of Microsoft Office
- Excellent knowledge and use of English language, and excellent grammar, spelling and punctuation
- Good level of education (educated to O Level/GCSE standard or equivalent) including English and Mathematics
Desirable
- AMSAR or equivalent ECDL qualification, or equivalent
Experience
Essential
- At least 2 years' experience working in a busy office environment
- Experience of working within a framework of confidentiality
- Experience of successfully and tactfully dealing with a range of difficult situations both on the phone and in person
- Experience of working effectively as a member of a team
Desirable
- Experience of working within the NHS or Probation Service
- Experience of working within a forensic setting
- Audio typing (50+ WPM)
- Experience of working within a quality improvement framework, data collection and analysis
Knowledge
Essential
- Knowledge of Microsoft office applications, e.g. Word, Excel, Power Point, Access, Outlook and Outlook diary and of other databases
Desirable
- Knowledge and understanding of mental health and psychology terminology
- Knowledge and understanding of nDelius
- Knowledge of Health & Safety within an office setting
Skills
Essential
- Accurate copy typing skills with minimum typing speed of 50wpm
- Ability to take minutes
- Good organisational and time management skills, and ability to use initiative and prioritise workload
- Ability to navigate databases and experience in preparing and maintaining spreadsheets
- Ability to work under pressure and adapt to changing circumstances
- Courteous and friendly manner in dealing with people and able to respond to needs of people with mental health problems
- Knowledge of Microsoft office applications, e.g. Word, Excel, Power Point, Access; Outlook and Outlook diary; and of other databases
- Ability to work in an organised and logical manner with a systematic approach to work
- Thorough and close attention to detail
Person Specification
Qualifications
Essential
- RSA III standard or equivalent experience of word processing, including knowledge of Microsoft Office
- Excellent knowledge and use of English language, and excellent grammar, spelling and punctuation
- Good level of education (educated to O Level/GCSE standard or equivalent) including English and Mathematics
Desirable
- AMSAR or equivalent ECDL qualification, or equivalent
Experience
Essential
- At least 2 years' experience working in a busy office environment
- Experience of working within a framework of confidentiality
- Experience of successfully and tactfully dealing with a range of difficult situations both on the phone and in person
- Experience of working effectively as a member of a team
Desirable
- Experience of working within the NHS or Probation Service
- Experience of working within a forensic setting
- Audio typing (50+ WPM)
- Experience of working within a quality improvement framework, data collection and analysis
Knowledge
Essential
- Knowledge of Microsoft office applications, e.g. Word, Excel, Power Point, Access, Outlook and Outlook diary and of other databases
Desirable
- Knowledge and understanding of mental health and psychology terminology
- Knowledge and understanding of nDelius
- Knowledge of Health & Safety within an office setting
Skills
Essential
- Accurate copy typing skills with minimum typing speed of 50wpm
- Ability to take minutes
- Good organisational and time management skills, and ability to use initiative and prioritise workload
- Ability to navigate databases and experience in preparing and maintaining spreadsheets
- Ability to work under pressure and adapt to changing circumstances
- Courteous and friendly manner in dealing with people and able to respond to needs of people with mental health problems
- Knowledge of Microsoft office applications, e.g. Word, Excel, Power Point, Access; Outlook and Outlook diary; and of other databases
- Ability to work in an organised and logical manner with a systematic approach to work
- Thorough and close attention to detail
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).
