Administrative Assistant

Main area Offender Healthcare Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (8am to 4:00pm) Job ref 425-ELM

Site HMP Elmley Town Eastchurch, Sheerness Salary £27,760 - £29,476 PER ANNUM RECRUITMENT & RETENTION INCENTIVE INCLUDED Salary period Yearly

Job overview

We are looking for an organised, well motivated, team player to join our administration team at HMP Elmley. Our healthcare team has a real impact on promoting health and well being for those in prison and we pride ourselves on using skills and strategies that instill hope for patients' future resettlement back into the community. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare model to provide effective and responsive care and support better outcomes in the future. As an Admin Assistant you will provide support and assistance to all the integrated healthcare team by working as part of our dedicated admin team.

Main duties of the job

To provide an integrated comprehensive secretarial and administrative support service to the integrated health care services. This post is based at HMP Elmley but will require close working relationships with colleagues at nearby Kent prisons HMP Swaleside and HMP Standford Hill and cross cover may occasionally be required. This post is for 37.5 hours Monday to Friday and will be based from the prisons (no remote working).

Detailed job description and main responsibilities

• Undertaking copy / audio typing and word processing support for required client related reports, letters, discharge summaries, etc., including legal documentation, prioritising workload and meeting deadlines.
• Dealing with incoming correspondence daily, distributing and taking appropriate action and ensuring urgent items are brought to the attention of a team member.
• Preparing and presenting any statistical returns as necessary.
• Undertaking any administrative procedures required to support the team, e.g. arranging medical staff and practitioner rotas and organising meetings.
• Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.
• Attending and participating in meetings.
• Minute meetings (case conferences, professional meetings and team meetings) as required, distributing minutes as appropriate and taking administrative follow up.
• Undertaking administrative duties, e.g. diary management, photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.
• Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft office packages as required.
• Handling routine and urgent matters using initiative and with minimal supervision.
• Participating in supervision and PDR/appraisal.
• Undertaking any other duties commensurate with the level of the post as required, ensuring efficient and effective running of the department/section.

Leadership

• This role is accountable to the Admin Team Leader.
• Responsible for Personal Development and Supervision.

Communication

• Liaison and telephone contact with all statutory and non statutory agencies, healthcare practitioners, GPs, consultants, and solicitors within prisons, hospitals and community health settings as required. Acting as first point of contact for incoming calls, taking accurate detailed messages and ensuring they are passed on to the appropriate personnel.
• Providing and receiving complex and sensitive information.
• Proactively communicating with colleagues on workload issues, annual leave arrangements and administration issues.
• Maintaining sound working relationships and communications with all colleagues within Oxleas.

Custodial Responsibilities

• Assume personal responsibility for the security of issued keys.
• Understand and comply with prison orders, procedures and instructions in your area of work.
• Comply with all security requirements.
• Respond to any situation or circumstance that might indicate a threat to security of the establishment or to the safety of an individual, completing incident, security, injury or other reports as appropriate.
• Report breaches of order and discipline, including reporting and recording untoward incidents according to local protocol.
• Contribute to effective risk assessment and management procedures.

Education/Qualifications

• GCSE Level English Language or equivalent.
• NVQ 3 or equivalent, relevant certification or equivalent experience, skills, and knowledge.
• IT skills such as Excel and Microsoft Word.

Skills

• Operating all other office equipment.
• Knowledge of Microsoft Packages.
• Communicating effectively both in writing and verbally.

Experience

• Minimum 2 years' secretarial experience.
• Touch typing / audio typing.
• Dealing with a wide range of people.

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. If you meet the minimum criteria for this role and have a disability, you can be guaranteed an interview under the Disability Confident Scheme. Your request for adjustments will be treated in confidence and shared only with colleagues supporting this request.