Job summary Team Administrator Reconnect Service (Health & Justice Service) Mellor House, Trust HQ, St George's Hospital, Stafford (base negotiable) 37.5 hours per week Band 3PERMANENT An opportunity has arisen to join our service. The successful candidate will be required to provide a full secretarial and administrative support to the service lead and clinical team. RECONNECT is a care after custody service that seeks to improve the continuity of care of people leaving prison or an immigration removal centre (IRC) with an identified health need. This involves working with them before they leave to support their transition to community-based services, thereby safeguarding health gains made whilst in prison or an IRC.RECONNECT services aim to improve the wellbeing of people leaving prison or an IRC, reduce inequalities and address health-related drivers of offending behaviours. Whilst not a clinical service, RECONNECT offers liaison, advocacy, signposting, and support to facilitate engagement with community-based health and support services.RECONNECT services also aim to:Increase access to and uptake up of healthcare or relevant support services for individuals who have identified health needs upon release from prison or IRCs who would otherwise struggle to engage.Ensure that the health needs of individuals who are leaving prison or IRCs are met.Ensure a safe transition from prison or IRC to community-based healthcare and support services in England. Main duties of the job Process Patient Referrals: o Open referrals on RIO o Upload the referrals onto RIO o Log on the database o Inform the practitioner / Navigator for that prison o Upkeep of the database so training to completed on excel Take and direct phone calls Minute meetings, both clinical and Directorate level E-Procurement About us By joining Team MPFT, you will be helping your communities and in return for this, we will support you by; Supporting your career development and progression Excellent NHS Pension scheme Generous maternity, paternity and adoption leave Options for flexible working Up to 27 days annual leave (increasing with service up to 33 days) Extensive Health and Wellbeing support and resources If you work in our community teams, we pay for your time travelling between patients Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates Salary sacrifice bikes up to £2k Free car parking at all trust sites Free flu vaccinations every year Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met) We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people. Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application. Please note, we may be required to close this vacancy early if we receive a high volume of applications Details Date posted 16 May 2025 Pay scheme Agenda for change Band Band 3 Salary £24,625 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 301-JP-25-7187305 Job locations Negotiable. Mellor House, St George’s Hospital or Either Brighton City Office Stafford / Brighton ST16 3SR Job description Job responsibilities 1. Provide comprehensive administrative support to the Health and Justice Service.2. Collate statistical information and support performance monitoring.3. Take minutes of local team as well as Directorate meetings and monitor actions.4. Provide confidential and efficient word processing service, including the preparation of reports and letters.5. Provide support around E-Procurement ie office supplies, clinical supplies, raising purchase orders and receipting goods.6. To demonstrate the Trusts values in everything you do in the work environment.7. Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction.8. To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law.9. To plan and organise appointments, meetings, clinics, rosters, diaries, and activities to ensure that standards of service appropriate to the area of work are met.10. Undertake general office duties as required including filing, photocopying, scanning and maintaining stock levels.11. Logging calls with the Trusts Serviced Desk for IT issues, building repairs, works etc.12. Prioritise and manage own workload to meet the needs and requirements of the service demands.13. Provide cover for other administrative staff within the service as required.14. Follow policies relevant to own role.15. Is guided by Standard Operating Procedures, good practice and established precedents.16. Indirect exposure to distressing or emotional circumstances. Systems and equipment 17. Provide a full range of office tasks including filing, photocopying, faxing and scanning.18. The daily use of various Office packages such as Outlook, Word, Excel, PowerPoint, Winscribe, room booking options e.g. MICAD and Outlook.19. Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO.20. Use of manual and electronic bring forward system to prioritise own work load and to prepare managers in preparing for advance meetings. Decisions and judgements 21. Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently.22. Use initiative in resolving conflicting diary appointments and schedules.23. Advise, support and train new starters and direct the efforts of less experienced admin.24. At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.25. Administer and manage petty cash if required. Communication and relationships 26. Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods at all times maintaining professional boundaries.27. Receive phone calls, record messages accurately, liaise with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.28. Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trusts Acceptable Use of Information and IT Policy and Guidance.29. Maintain confidentiality at all times.30. Demonstrate an understanding of the importance of effective team working within a multi-disciplinary team. Have the ability to adapt and use initiative as the need arises.31. Providing first point of contact for matters relating to patient queries and complaints. To document any complaints/queries and deal with appropriately. Physical demands of the job 32. Be aware of physical effort with regard to sitting for long periods.33. Be aware of the prolonged exposure to Visual Display Units (VDU) and the associated health and safety risks.34. Dexterity, co-ordination and accuracy for keyboard and telephony skills.35. To work predominantly from a base, although travel to other Trust locations in the locality will be required to meet service need. Most challenging/difficult parts of the job 36. Exposure to frequent interruption to routine, relating to telephone calls and personal requests and demands.37. Concentration required on telephone when dealing with enquires and for checking work.38. Concentration in meetings to record notes accurately and to listen out for actions and key points, take notes and transpose into a word document.39. Indirect exposure to distressing or emotional circumstances. Job description Job responsibilities 1. Provide comprehensive administrative support to the Health and Justice Service.2. Collate statistical information and support performance monitoring.3. Take minutes of local team as well as Directorate meetings and monitor actions.4. Provide confidential and efficient word processing service, including the preparation of reports and letters.5. Provide support around E-Procurement ie office supplies, clinical supplies, raising purchase orders and receipting goods.6. To demonstrate the Trusts values in everything you do in the work environment.7. Open, sort and distribute incoming post, prioritising and screening urgent correspondence ensuring it receives appropriate attention/direction.8. To accurately maintain and keep secure patient health and staff records/systems in line with policy and standard operating procedure, to ensure data quality, confidentiality and compliance with the current Data Protection Law.9. To plan and organise appointments, meetings, clinics, rosters, diaries, and activities to ensure that standards of service appropriate to the area of work are met.10. Undertake general office duties as required including filing, photocopying, scanning and maintaining stock levels.11. Logging calls with the Trusts Serviced Desk for IT issues, building repairs, works etc.12. Prioritise and manage own workload to meet the needs and requirements of the service demands.13. Provide cover for other administrative staff within the service as required.14. Follow policies relevant to own role.15. Is guided by Standard Operating Procedures, good practice and established precedents.16. Indirect exposure to distressing or emotional circumstances. Systems and equipment 17. Provide a full range of office tasks including filing, photocopying, faxing and scanning.18. The daily use of various Office packages such as Outlook, Word, Excel, PowerPoint, Winscribe, room booking options e.g. MICAD and Outlook.19. Input or extract data, as required, into/from non-clinical data systems (such as ESR, E-rostering) and clinical data systems including RIO.20. Use of manual and electronic bring forward system to prioritise own work load and to prepare managers in preparing for advance meetings. Decisions and judgements 21. Work within clear guidelines and processes but will have autonomy to plan and prioritise own workload and act independently.22. Use initiative in resolving conflicting diary appointments and schedules.23. Advise, support and train new starters and direct the efforts of less experienced admin.24. At all times minimises risk to self by undertaking safe working practices whilst working under remote supervision.25. Administer and manage petty cash if required. Communication and relationships 26. Communicate and relate with a range of employees of the Trust, visitors, service users, carers, students, members of the public and other agencies with a professional and sensitive approach using a variety of communication and customer service methods at all times maintaining professional boundaries.27. Receive phone calls, record messages accurately, liaise with other administrative and health professionals i.e. carers, service users and GPs ensuring that suitable action is taken.28. Use email applications such as Microsoft Outlook and NHS Mail in order to send, receive and distribute email correspondence appropriately and in accordance with the Trusts Acceptable Use of Information and IT Policy and Guidance.29. Maintain confidentiality at all times.30. Demonstrate an understanding of the importance of effective team working within a multi-disciplinary team. Have the ability to adapt and use initiative as the need arises.31. Providing first point of contact for matters relating to patient queries and complaints. To document any complaints/queries and deal with appropriately. Physical demands of the job 32. Be aware of physical effort with regard to sitting for long periods.33. Be aware of the prolonged exposure to Visual Display Units (VDU) and the associated health and safety risks.34. Dexterity, co-ordination and accuracy for keyboard and telephony skills.35. To work predominantly from a base, although travel to other Trust locations in the locality will be required to meet service need. Most challenging/difficult parts of the job 36. Exposure to frequent interruption to routine, relating to telephone calls and personal requests and demands.37. Concentration required on telephone when dealing with enquires and for checking work.38. Concentration in meetings to record notes accurately and to listen out for actions and key points, take notes and transpose into a word document.39. Indirect exposure to distressing or emotional circumstances. Person Specification Qualifications & Training Essential NVQ 3 in Business Admin, finance, customer care or relevant experience Possesses a good standard of general education including English and Maths to GSCE standard Possesses a recognised typing qualification (RSA II typing or equivalent) or can display word processing skills to an equivalent level of competence Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.) Desirable RSA Audio Transcription RSA Typewriting ECDL Experience Essential Previous secretarial / administrative experience A good understanding of office procedures Working as part of a team Manage and prioritise own workload Dealing with the public E-Procurement Desirable Previous experience of working within the NHS Use of RiO (patient information system) Skills, Knowledge & Abilities Essential Good written and verbal communication skills Excellent organisational skills Work on own initiative and as part of a team Willing to travel to other locations as and when required Desirable Knowledge of medical terminology Personal Attributes Essential Flexible/Adaptable Approach with good interpersonal skills. Approachable Smart Appearance Ability to work under pressure and to meet tight deadlines, prioritising workload Demonstrate sensitivity, discretion and integrity Person Specification Qualifications & Training Essential NVQ 3 in Business Admin, finance, customer care or relevant experience Possesses a good standard of general education including English and Maths to GSCE standard Possesses a recognised typing qualification (RSA II typing or equivalent) or can display word processing skills to an equivalent level of competence Proficient in the use of Office Package (i.e. Outlook, Word, PowerPoint, Excel etc.) Desirable RSA Audio Transcription RSA Typewriting ECDL Experience Essential Previous secretarial / administrative experience A good understanding of office procedures Working as part of a team Manage and prioritise own workload Dealing with the public E-Procurement Desirable Previous experience of working within the NHS Use of RiO (patient information system) Skills, Knowledge & Abilities Essential Good written and verbal communication skills Excellent organisational skills Work on own initiative and as part of a team Willing to travel to other locations as and when required Desirable Knowledge of medical terminology Personal Attributes Essential Flexible/Adaptable Approach with good interpersonal skills. Approachable Smart Appearance Ability to work under pressure and to meet tight deadlines, prioritising workload Demonstrate sensitivity, discretion and integrity Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Midlands Partnership NHS Foundation Trust Address Negotiable. Mellor House, St George’s Hospital or Either Brighton City Office Stafford / Brighton ST16 3SR Employer's website https://www.mpft.nhs.uk (Opens in a new tab) Employer details Employer name Midlands Partnership NHS Foundation Trust Address Negotiable. Mellor House, St George’s Hospital or Either Brighton City Office Stafford / Brighton ST16 3SR Employer's website https://www.mpft.nhs.uk (Opens in a new tab). Location : Negotiable. Mellor House, St George’s Hospital or Either Brighton City Office, ST16 3SR Stafford / Brighton, United Kingdom