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Detailed job description and main responsibilities

Administration and Management of Resources: 

• To receive and triage a range of enquiries from professionals, patients, and prison staff, consult with internal and external sources to resolve queries, problems, or complaints. Enquiries may be of a highly sensitive, contentious, or distressing nature requiring judgement, tact, and sensitivity to reach an appropriate resolution.
• Maintain an effective message taking system ensuring that all messages are passed on to the appropriate individual in a timely manner, in some situations the timing may be critical and own judgement will be required.
• To ensure timely production of medical, clinical or legal documents and following up action points from clinical/medical consultations in line with legislation and established timescales, in many cases timescales will be critical and management of workload and time will be required to ensure deadlines are met thus ensuring fees or complaints are avoided.
• To book rooms or venues as appropriate for clinics or meetings, being conscious and aware of special needs. Sometimes this may require prior research into the needs of those attending and medical conditions.
• To arrange and attend a range of meetings, sometimes at high level, as required, taking responsibility for issuing papers, taking minutes, sharing action points, and following up within required timescales.
• Co-ordinate travel and accommodation arrangements as required.
• To liaise with 3rd parties such as prison staff, Mental Health Act Administration, Ministry of Justice, Parole Boards, Social Services and GPs when required, to obtain information required prior to assessment if necessary.
• To support the wider team where necessary including prison staff, medics, Service Managers, Nurse Prescribers, Nursing Staff and Therapists.
•  To manage the external documentation needs e.g. security paperwork in a timely and effective manner.
• Administer and manage bookings of clinics, ward rounds, visits, admissions, and discharges as required. Book interpreters when required
• Enter own notes on the clinical system or if required enter notes on behalf of a clinician in line with set timescales. Ensure scanning is up to date and face-to-face and non-face-to-face activity is accurately recorded.
• To receive referrals and action promptly and efficiently. This will include maintaining and monitoring the patient waiting times being aware of, and reporting, potential breaches.
• Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
• 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 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.

 Human Resources:

•  Provide administrative support for the recruitment of new team members and to support the interview process and panel if required. Train new staff on own work area and demonstrate duties where necessary.
• To provide supervision to junior administrative staff, managing HR issues, mandatory training and appraisals
• Allocate, organise, and supervise the workload of junior administration staff within the service area.
•  To be trained as Super User in the relevant clinical system and train new staff within the service area.