Administration Officer

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Site Broadmoor Hospital Town Crowthorne Salary £33,262 - £36,027 Per Annum Pro Rata Inclusive of Allowances Salary period Yearly Closing 24/09/:59

West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

Crowthorne

Administration Officer - Social Work Administrator

Band 4

30 hours per week.

To provide an efficient and timely administration support service to the Head of Forensic Social Work, Social Work Management Team and the Social Workers at Broadmoor Hospital, in line with National and Local Frameworks and Service Level Agreements.

Main duties of the job

• To provide administrative and secretariat support to the Social Work Team Manager and Head of Forensic Social Work as required.
• To ensure paperwork for Mental Health Tribunals, Pre-admission assessments and new patient admissions are filed and uploaded as per requirements; liaising with internal and external departments/agencies regarding any legal requirements.
• Ensure department databases are kept up to date, ensuring accuracy at all times including Third Party Confidential information and the Risk to Children risk assessments.
• To draft / send responses to applications and correspondence (following approval) regarding carers and volunteer matters.
• To provide a comprehensive administrative and secretarial support to the Social Work Manager and his/her team which includes ensuring that reports, minutes, policies and confidential information, audio typing, general documents and correspondence are typed and sent to the appropriate agency within the agreed timescale.
• To maintain induction manuals and 'how to' guides in relation to administrative tasks.
• To support the social work managers in the administration of Child Visiting Procedures including: - preparation, dissemination and administration of Child Visit documentation in line with National Directions and Trust.

Working for our organisation

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.

Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.

The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

Detailed job description and main responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Person specification Qualifications

• Minimum of 5 GCSE or equivalent
• Shorthand / speed writing
• Diploma in administration or business

Experience

• A background of secretarial experience
• Audio typing experience
• Experience of Microsoft Office packages
• Experience of organising meetings and taking minutes
• Diary Management
• Previous experience within an NHS setting at PA to Senior Manager level.
• Experience of working with a range of IT systems (e.g. Intranet, e-mail, databases)

Knowledge

• Proficient in Microsoft Software (Word, Excel, PowerPoint)
• Knowledge of mental health services
• Basic knowledge of the Data Protection Act and GDPR.
• Understanding of mental health issues.
• Understanding of medical terminology
• Databases (Microsoft Access or equivalent).
• Trained in the use of RiO or similar electronic patient record system.

Skills

• Ability to work autonomously using own initiative
• A high degree of accuracy
• Excellent Audio /copy typing skills
• Experience of diary management
• Experience of organising/taking minutes
• Ability to introduce and maintain efficient office systems.
• Excellent organisational skills and ability to prioritise effectively
• Excellent communication skills (written and verbal).
• Ability to work within a Multidisciplinary Team.
• Ability to work flexibly and to tight deadlines.
• Able to demonstrate problem solving skills.

Other Requirements

• Able to exercise discretion and maintain confidentiality at all times.
• Able to deal with staff and clients in a courteous, professional and helpful manner.
• Ability to work under pressure.
• Flexible.
• Enthusiastic and willing to learn.
• Proactive.
• Professional presentation.
• Ability to work within professional boundaries
• Ability to learn new skills
• Team Player
• Methodical approach to tasks

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

We encourage the thoughtful use of technology as a demonstration of strong time management and a commitment to innovation. However, we encourage applicants to personalise their recruitment application to showcase their unique skills and experiences.

While AI-generated content can be a helpful tool, relying solely on generic responses instead of highlighting your own strengths and achievements may impact the success of your application. The success of an application will always be assessed against the essential and desirable criteria for the role, so it is important to ensure that your application and any supporting information clearly demonstrate how you meet these requirements.

Employer certification / accreditation badges

The postholder will have regular contact with vulnerable people and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

At West London NHS Trust, we want you to support you to build a career you can be proud of and this starts before your first day with us. Our people live our values every day as they deliver, manage and work to improve our services to patients, carers, families and other professionals.

We're committed to making our recruitment process clear and efficient. It's in everyone's interest that we get the very best people on board as soon as we can.