Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Detailed Job Description And Main Responsibilities

To provide a comprehensive administrative service to the ICPS team, including processing all reports, correspondence and documentation, and related filing, binding, faxing, and photocopying. To ensure that all incoming post is date-stamped and distributed to the appropriate persons, and that out-going mail is sorted according to internal, external departments and relevant agencies. To type correspondence when required. To coordinate and maintain office filing systems and databases of all service user information (patient notes, correspondence, questionnaires) is accessible to relevant staff; is kept in line with data quality standards, record keeping and confidentiality policies at all times. Any concerns should be raised. To update service user information on files and on IT database systems, including excel and service user recording software (e.g. SystemOne and nDelius), ensuring data quality is monitored and any concerns raised. To provide clerical support to team members including opening, withdrawing, archiving and closure of case records and filing. To develop and maintain information-gathering systems for the team and as required, prepare reports and audits from the data gathered. To accurately record minutes at ICPS meetings To book interpreters and translators for service user appointments and monitor confirmation of bookings and action as appropriate. To ensure there is an adequate supply of all ICPS resources (forms and adequate stationery supplies, letterheads, information leaflets etc) available for colleagues and service users. To provide administrative support for presentations including setting up of equipment, providing handouts and refreshments as appropriate. To receive regular one to one and team supervision from the ICPS Lead. To work flexibly in order that essential priority tasks are covered and dealt with. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring. To participate in activity monitoring and basic audit as required. To liaise with Estates and Facilities regarding facilities required and report to the line manager any issues that are of concern relating to health and safety of the building. To arrange appointments and bookings for the service. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone. To provide reception and switchboard duties including answering the telephone, taking messages, transferring calls and communicating with service users’ attending in person or telephoning clinicians. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member. Broadly: to use information technology for a range of purposes; to have excellent verbal, written and communication skills; to induct new staff to appropriate filing and administration systems; to have the ability to remain calm and sensitive in difficult and stressful situations.

PERSONAL DEVELOPMENT

Undertake annual Performance Review and Personal Development Planning. Adopt and implement agreed service developments in line with the Directorate and Trust objectives. Responsible for own personal development

Person specification

Qualifications

Essential criteria

• Good knowledge and use of the English Language and good interpersonal skills
• Excellent grammar, spelling and punctuation
• Good level of education (educated to O Level/GCSE standard or equivalent) including English and Mathematics

Desirable criteria

• Significant experience of working within the NHS
• Working within a forensic setting
• Knowledge of Patient Journey process

Experience

Essential criteria

• Significative experience working in a busy office environment
• Experience of working within a framework of confidentiality
• Experience of successfully and tactfully dealing with a range of difficult situations
• Good organisational and time management skills, able to use initiative and prioritise workload
• Able to work effectively as a member of a team

Desirable criteria

• Audio Typing

Knowledge/Skills/Abilities

Essential criteria

• Knowledge of Microsoft office applications, e.g. Word, Excel, Power Point, Access, Outlook and Outlook diary and of other databases
• Accurate copy typing skills with minimum typing speed of 50wpm
• Excellent verbal and written communication skills
• Good understanding of confidentiality issues
• Ability to work under pressure
• Flexible and reliable
• Willing to learn new skills

Other

Essential criteria

• Ability to work in probation services, in line with HMPPS policy and procedures and obtain and maintain enhanced security clearance.