Business Administrator

About the role

We are looking for an enthusiastic and motivated individual to join our Integrated Healthcare team. The candidate must be able to work in a busy environment.

Provide a general administrative function to all the integrated healthcare services at HMP & YOI Feltham, including administrative support for meetings, draft correspondence, manage appointments and diaries, update systems and databases, answer queries over the phone, by email and written correspondence, and in person.

We are looking to recruit a highly motivated, innovative and enthusiastic Business Administrator to join our Business and Administrative Team.

Key responsibilities

• Administration of healthcare appointments, escorts, external medical appointments, complaints, concerns, enquiries and compliments.
• Accepting and redirecting mail; administration of HMP & YOI Feltham healthcare global email accounts.
• Support the Senior Administrator, Data Analyst and Business and Performance Manager in collating data and information as required.
• Provide administrative support for meetings including timely preparation and distribution of papers, managing calendars and bookings, minute taking and maintenance of action plans and risk registers, setting up equipment.
• Responsible for the distribution of post received, ensuring that all correspondence is distributed appropriately and accurately.
• Support the timely processing and response to routine correspondence, including complaints and concerns, in line with local and Trust guidelines.
• Deal with telephone enquiries, acting as the first point of contact for the healthcare team and external agencies, and respond accordingly.
• Ensure information received from other agencies is processed in a timely and confidential manner.
• Provide secretarial support using a variety of software packages (primarily MS Word, MS Excel, P-NOMIS, SystmOne) to the senior management team.
• Produce the daily patient movement list.
• Respond to requests for Medical Records within set timescales.
• Scanning and filing to patient records as required.
• Provide administrative support for the recruitment process as required both pre and post interview.
• Photocopy and distribute documents, letters, reports etc as requested.
• Support and allocate internal/external appointments as required.
• Liaise with internal and external agencies (e.g. IT and Facilities departments) to ensure routine maintenance of equipment and treatment areas is kept up to date.
• Provide statistical information as required.
• Ensure records are maintained and filed in a secure, safe and appropriate manner.
• Act as first point of contact for patients attending their healthcare appointments.
• Manage waiting lists and update appointment status.

Qualifications & requirements

• Excellent interpersonal skills and ability to communicate effectively.
• Works as a team player, able to work to deadlines, multi-task and work in a busy environment.
• Good IT skills.
• Ideally, previous experience in health care and/or secure settings.
• All applicants will be subject to prison vetting clearance, which requires the applicant to have been a resident in the UK for a minimum of 3 years.
• Role does not meet the criteria for Skilled Worker sponsorship unless you meet the transitional provision (temporary exemption from current changes to immigration rules put in force on 22/07/2025). If you do not meet this provision, we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom.
• Please note that role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

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