Business Administrator - HMYOI Feltham

Job Overview

Central and North West London NHS Foundation Trust is an Award-Winning employer. Our ‘Children and Young People Service’ Line sits within our Health and Justice Directorate, working in partnership with our ‘Youth Custody’ colleagues to provide responsive and dependable primary care, mental health, neuro-developmental and substance misuse services to the young people within our services.

In our quest to deliver patient-focused gold standard care, that is consistent across our Children and Young People Service Line, we are looking to recruit a highly motivated, innovative and enthusiastic Business Administrator to join our Business and Administrative Team. Based at HMP YOI (Young Offender Institution) Feltham, within the Integrated Healthcare Service team, the Business Administrator 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 an enthusiastic and motivated individual to join our Integrated Healthcare team. The candidate must be able to work in a busy environment.

To provide a general administrative function to all the integrated healthcare services at HMP YOI Feltham. To provide administrative support for meetings, 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 HMP YOI Feltham healthcare global email accounts. Support the Senior Administrator, 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.

Working for our organisation

Central and North West London NHS Foundation Trust offers its staff ongoing career progression through monthly supervision, annual personal development plans/appraisals and access to exciting internal and external training opportunities.

The trust also values its staff and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits 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.

The successful applicant may have contact with patients or service users. 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.

Detailed Job Description And Main Responsibilities

• To provide general administrative support where needed across healthcare, including Primary Care, HWBT, 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) to the senior management team.
• Produce the daily patient movement list.
• Respond to requests for Medical Records within set timescales.
• Scanning and filing to patient records as required.
• 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.
• 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.
• Act as first point of contact for patients attending their healthcare appointments
• Manage waiting lists and update appointment status
  
  

Person specification

Education

Essential criteria

• Educated to GCSE level or higher (grade C or above).
• NVQ Level 2 Administration (or equivalent)
  
  

Desirable criteria

• RSA in shorthand/typing
• NVQ Level 3 Administration
• ECDL
  
  

Experience

Essential criteria

• Relevant secretarial or administration experience
• experience on Excel.
• experience of diary management.
• Experience of taking minutes, some at senior level.
• Experience of organising conferences/meetings, some at senior level.
• Experience of working within complex teams.
• Maintaining Databases
  
  

Desirable criteria

• Previous experience within an NHS or local authority setting.
• Relevant experience of working in a secure setting.
• Data Processing and analysis
• SystmOne experience
  
  

Knowledge

Essential criteria

• 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 criteria

• Shorthand / speedwriting
  
  

Other

Essential criteria

• 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