Job summary Central & North West London NHS Foundation Trust is a Top Employer Award Winner & works in partnership to provide responsive & dependable primary care, mental health, intellectual disability & substance misuse services to the diverse & culturally rich communities we serve. In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative & enthusiastic Healthcare Administrator ( 1 full time or 2 part time/job share ) to join our forward thinking, friendly & expanding Admin team at HMP 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 & well-being. Our healthcare services work to a 7 day week working model, to ensure our patient's healthcare is managed & maintained to the highest of standards at all times. Main duties of the job To provide efficient and effective administrative support to the Healthcare team comprising primary care, mental health and substance misuse. The post holder will be expected to cover a range of administration tasks, which require the exercise of initiative operating within broad guidelines. These require 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 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. About us 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: 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. Date posted 17 January 2025 Pay scheme Agenda for change Band Band 3 Salary £28,622 to £30,225 a year p.a inc. Outer HCAS (pro rata if P/T) Contract Permanent Working pattern Full-time, Part-time Reference number 333-D-HJ-1743-A Job locations HMP Downview High Down Lane Sutton, Surrey SM2 5PD Job description Job responsibilities Administration and Communication: 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, mainly created using 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 correspondence is distributed as quickly as possible. To support administration team leader and the healthcare teams with co-ordination of meetings, note taking and minute taking. To assist with the local induction of new employees to the team. Liaise with the IT and Facilities departments, as required, to ensure routine maintenance of equipment and treatment areas is kept up to date and to ensure that office supplies are available. 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. Medical Records: Data entry will mainly be using, but not limited to, Systmone, Nebula and Excel. To ensure diligent and accurate processing of patient records and appointments. This will include making sure that NHS numbers, addresses are correct. Data input maybe required regarding clinical activities. To ensure that all relevant paperwork is scanned and filed correctly in patient records and in accordance with Trust policies. To maintain and update information on the clinical database including the processing of referrals, GP registrations, patient subject access requests (SARs), e-referral processes. To develop an understanding of smartcard usage with the NHS spine, GP2GP activities and integrate these into daily activities To develop an awareness and understanding of the ordering systems such as oracle (SBS) for the ordering of medical and office supplies including invoicing and to integrate this into daily activities. Performance Management: To collect and input statistical information using spreadsheets, a database or dedicated patient information system. To check and ensure that data is accurately recorded for such purposes as hospital appointments, invoices and screening results. To assist with collation of monthly performance data and production of reports for internal and external distribution. Review reports sent by the performance team or managers, and engage positively in team meetings and supervision sessions as required by the Data Control Manager. Job description Job responsibilities Administration and Communication: 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, mainly created using 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 correspondence is distributed as quickly as possible. To support administration team leader and the healthcare teams with co-ordination of meetings, note taking and minute taking. To assist with the local induction of new employees to the team. Liaise with the IT and Facilities departments, as required, to ensure routine maintenance of equipment and treatment areas is kept up to date and to ensure that office supplies are available. 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. Medical Records: Data entry will mainly be using, but not limited to, Systmone, Nebula and Excel. To ensure diligent and accurate processing of patient records and appointments. This will include making sure that NHS numbers, addresses are correct. Data input maybe required regarding clinical activities. To ensure that all relevant paperwork is scanned and filed correctly in patient records and in accordance with Trust policies. To maintain and update information on the clinical database including the processing of referrals, GP registrations, patient subject access requests (SARs), e-referral processes. To develop an understanding of smartcard usage with the NHS spine, GP2GP activities and integrate these into daily activities To develop an awareness and understanding of the ordering systems such as oracle (SBS) for the ordering of medical and office supplies including invoicing and to integrate this into daily activities. Performance Management: To collect and input statistical information using spreadsheets, a database or dedicated patient information system. To check and ensure that data is accurately recorded for such purposes as hospital appointments, invoices and screening results. To assist with collation of monthly performance data and production of reports for internal and external distribution. Review reports sent by the performance team or managers, and engage positively in team meetings and supervision sessions as required by the Data Control Manager. Person Specification Education and Qualifications Essential Educated to GCSE level or higher (grade C or above). NVQ Level 2 Administration (or equivalent) Desirable European Computer Driving Licence RSA in shorthand/typing NVQ Level 3 Administration Skills & Knowledge Essential A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel and Powerpoint Ability to work in a flexible and organised manner, to prioritise and work to deadlines Ability to communicate effectively in English in writing Confidence to work on own initiative and to consult as needed Must be numerate and able to provide statistical data clearly and accurately Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics. Ability to work positively in a team Ability to work under pressure. Ability to maintain confidentiality appropriately and understand the issues involved. Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person Able to build constructive relationships with warmth and empathy, using good communication skills. Desirable Knowledge of Client Administration Systems Knowledge and understanding of medical terminology Previous Experience Essential Experience of dealing with members of the public both face to face and on the phone Experience of working in health or health related environment Desirable Experience of working with databases Substantial experience in administration Work within multidisciplinary teams. Other Essential The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job. Ability to promote anti-discriminatory and anti-racist practices Person Specification Education and Qualifications Essential Educated to GCSE level or higher (grade C or above). NVQ Level 2 Administration (or equivalent) Desirable European Computer Driving Licence RSA in shorthand/typing NVQ Level 3 Administration Skills & Knowledge Essential A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel and Powerpoint Ability to work in a flexible and organised manner, to prioritise and work to deadlines Ability to communicate effectively in English in writing Confidence to work on own initiative and to consult as needed Must be numerate and able to provide statistical data clearly and accurately Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping, statistics. Ability to work positively in a team Ability to work under pressure. Ability to maintain confidentiality appropriately and understand the issues involved. Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person Able to build constructive relationships with warmth and empathy, using good communication skills. Desirable Knowledge of Client Administration Systems Knowledge and understanding of medical terminology Previous Experience Essential Experience of dealing with members of the public both face to face and on the phone Experience of working in health or health related environment Desirable Experience of working with databases Substantial experience in administration Work within multidisciplinary teams. Other Essential The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job. Ability to promote anti-discriminatory and anti-racist practices 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name Central and North West London NHS Foundation Trust Address HMP Downview High Down Lane Sutton, Surrey SM2 5PD Employer's website https://www.cnwl.nhs.uk/work (Opens in a new tab)