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Job description

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.

We are looking to recruit a highly motivated, innovative and enthusiasticPart Time (18.75hrs) Senior Administratorto join our forward thinking, friendly and expanding Perinatal (PNS) team at HMP YOI Bronzefield.

You will have excellent communication skills and the ability to build positive relationships with a variety of people but in particular with the team you support. You will be able to work accurately under pressure and be flexible in your approach.

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 Consultant Psychology Leads, Psychology Senior Management and Perinatal (PNS) 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. To provide a comprehensive administrative service to the Consultant Psychology Leads, Psychology Senior Management and PNS service. To be responsible for the day-to-day running and control of administrative and secretarial services of the Team.Organise meetings and/or events as directed by the Psychology Senior Management Team.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 staff benefits, our benefit packages are amongst the best in London and include:

• 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.

Secretarial:

• To prepare and distribute documents by using the patient administration system (Systmone) and 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 clinical matters to relevant members of the clinical team.
• Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
• To organise and attend meetings as directed for the team, including hospitality, preparing reports, agenda’s, taking minutes/notes.
• Co-ordinate travel and accommodation arrangements.

Record Keeping:

• 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 be responsible for responding to requests for patient records including tracking and reporting of activity to Trust HQ and the team manager in line with information governance procedures.
• To assist in carrying out a quarterly or annual audit of client case notes and act in accordance with the Data Protection Act.
• To ensure that all relevant paperwork is filed correctly in client files including scanning.
• To maintain and update information on the clinical database including but not limited to processing of referrals and minimum data maintenance.
• To liaise with staff in the prison, other sectors across the Trust and external agencies as required.
• To treat information received in the course of duties as confidential, and to ensure that such information is not revealed to unauthorised personnel.

Administration and Management of Resources:

• To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures.
• To participate in local induction of new employees to the team.
• 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..
• To monitor and maintain levels of materials and equipment necessary for the service provision including stationary and office equipment, prepare requisitions for authorisation, process delivery notes, and invoices and to ensure the secure storage and distribution of stationery requirements of the team within the laid down timescales.
• To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.

Communication:

• To act as first point of liaison with all Partner Agencies, and professionals to ensure the smooth running of the team and sharing of relevant information in respect of patients.
• Develop good working relationships and practices with all prison and NHS staff and external agencies.
• To liaise with all professionals and ensure the smooth running of EOS and to develop good working practices and relationships within the team.
• To be knowledgeable and able to communicate effectively with patients/residents and being sensitive to their particular circumstances.
• To be responsible for ensuring a full and effective communication system exists throughout the department.