Healthcare Administrator – HMP Downview inSutton inSutton PUBLISHED TUE 17 DEC 2024

Job Overview

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.

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
• 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.

Detailed Job Description And Main 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 repor