Job Overview We are looking to recruit a highly motivated, innovative and enthusiastic Senior Administrator to join our Healthcare Service at HMP & YOI Feltham 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. 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. 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 To be responsible for the day-to-day management of administrative services at HMP & YOI Feltham healthcare services including subcontracted teams e.g. GP’s 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. To ensure administrative support for meetings is delivered, To supervise the administration team’s use of a variety of software packages To oversee procurement using Trust procurement system. To support administration of recruitment events, away days and training events To prepare reports and presentations for the senior healthcare managers To deal with incoming telephone calls and incoming/outgoing correspondence as appropriate, To provide administrative support to members of the Senior Management Team To assist the Business and Performance Manager in their duties in relation to the collation and submission of performance and other reports 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. Detailed Job Description And Main Responsibilities Please see attached JD&PS for full details of duties and responsibilities. To be responsible for the day-to-day management of administrative services for HMP&YOI Feltham healthcare services including subcontracted teams e.g. GP’s 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. To ensure daily admin tasks are assigned to named administrator and ensure accountability structure in place within the team. To identify to the Business and Performance Manager and relevant healthcare leads any administrative problems that need addressing. 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. To supervise the administration team’s 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. To ensure the maintenance of adequate stationery used within the service, and place orders on the Trust procurement system. To support administration of recruitment events, away days and training events by booking venues and providing reception services at the event. To prepare small items of information/research for members of the Team and to assist in the preparation of reports/presentations as appropriate. 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. Develop and maintain systems to organise one’s own workload and the workload of the team. Person specification Qualifications Essential criteria GCSE or other equivalent qualification RSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experience Desirable criteria Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDL. Experience Essential criteria 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 criteria Previous experience within an NHS or local authority setting Experience on Power point Data Processing and analysis Experience of staff supervision/management KNOWLEDGE Essential criteria 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 criteria Understanding of health & safety issues and risk assessment processes Understanding of the Data Protection Act and Issues around Confidentiality. Skills 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 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 criteria Shorthand/ speedwriting