Administrator - HMP Downview

Central and North West London NHS Foundation Trust is a Top Employer Award Winner and works in partnership to provide responsive and dependable primary care, mental health, intellectual disability and substance misuse services to the diverse and culturally rich communities we serve.

In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative and enthusiasticAdministratorto join our forward thinking, friendly and expandingHealth & Justiceteam atHMP Downview. By joining our Prisons Health Care Team, you will not only look after the healthcare needs of our patients residing in secure environments, but who also have the opportunity to have a real impact on promoting health and well-being.

Our motto is“Caring NOT Judging”so by working in partnership with the criminal justice system and other agencies, we provide responsive, dependable and high-quality primary care and mental health services to those who may have offended and those at risk of offending in the communities we serve, to improve their health status and to encourage social inclusion.

PLEASE NOTE ANY CANDIDATE WISHING TO APPLY FOR ANY OF OUR ROLES IN SURREY WILL BE SUBJECT TO 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.

• To provide efficient and effective secretarial and administrative support to the Healthcare 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.
• 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.

Central and North West London NHS Foundation Trust offers its staff ongoing career progression through:

• Monthly supervision
• Annual personal development plans/appraisals
• Access to exciting internal and external training opportunities.

Excellent progression through various career pathway opportunities such as but not limited to:

• Preceptorship Programme
• Support and guidance with Revalidation
• Hidden Gem and annual award ceremonies

Excellent staff benefits, our benefit packages are amongst the best in London and include:

• Childcare vouchers
• Health and wellbeing services
• Season ticket loans
• Cycle to work scheme
• Relocation package

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.

All of our sites in Surrey offer free use of the onsite leisure facilities and free parking for staff.

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.

MAIN DUTIES AND RESPONSIBILITIES

Secretarial

• To book internal and external appointments for patients, change and update appointments in line with performance monitoring targets and service policies and procedures.
• To prepare and distribute documents by copy 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 queries as appropriate to relevant members of the clinical team.
• Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
• To support administration team leader with co-ordination of meetings and for the Healthcare team.

Medical Records

• To maintain a filing system and to record the movement of client’s case notes according to Trust policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
• To ensure that all relevant paperwork is filed correctly in client files including scanning in accordance with Trust policies.
• To ensure diligent and accurate processing of patient records and appointments.
• To maintain and update information on the clinical database including but not limited to processing of referrals, minimum data maintenance and case closures.
• To liaise with healthcare providers in the prison, other sectors across the Trust and external agencies as required.

Administration and Communication

• Respond to enquiries and queries including telephone calls and visitors ensuring the highest standards of courtesy and efficiency at all times.
• To participate in local induction of new employees to the team.
• Ensure adequate office supplies are available
• 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 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.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• To understand health and safety regulations and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
• Liaising with other departments as required both internally and externally