Administrator - Prison Healthcare

NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

There are two part-time roles available, one for 31.61, and the other for 32.03 hours per week, with a shift pattern of Monday to Friday.

Please note the salary is Pro Rata for part time hours.

Both posts are fixed-term for 1 year.

Prison Healthcare provision is based around a model of care specifically aimed at delivering primary care, mental health and addiction services. The role of the administrator is to support professional healthcare staff within the Health Centre establishment in line with NHS policy and guidance.

The role involves providing a service to support the qualified staff to deliver an effective service for patients. The key function of the role is to deliver administration support within the Health Centre.

Prison Healthcare service provides a full range of clinical services and interventions to meet prisoner healthcare needs during their stay in Prison. Administration support also encompasses setting up arrangements for their liberation, which complement and integrate with other services and agencies within the prison establishment and the community. The overall aim of the service is to improve the physical and mental health and wellbeing of prisoners.

The post holder will work with minimal supervision although guidance and assistance is available from line manager on a daily basis.

Administration tasks are delegated to administrator from members of the Health Care Team.

The post holder will follows a daily routine and desk top instructions for the tasks to be undertaken as required.

The nature of the work may be routine or non-routine.

Main Duties

• To receive clients and members of the public in a polite and helpful way and ensure they are dealt with appropriately and efficiently in terms of reception, respecting confidentiality at all times.
• To sort and handle internal/external mail and deliveries as appropriate.
• Maintaining and update computerised and manual systems.
• Accurate inputting of clinical data which may include outcome of attendance and onward referral.
• Maintain an efficient and effective filing system which may include retrieval of files from offsite storage, and/or files from other NHS departments, complying with the Data Protection Act.
• Typing of letters, correspondence and other documents when required.
• Operation of all office systems and machinery (see Systems and Equipment Section).
• Adhere to and comply with, Quality Assurance Guidelines, Policies and Procedures, e.g. Health and Safety.
• Undertake training as required.
• Provide cross cover, if required, in line with duties above.
• To provide an efficient, confidential administrative service to the Health Centre staff to ensure efficiency
• Deal with telephone calls and face to face enquiries from staff groups, General Practitioners, Hospital staff, solicitors, patient’s relatives, and statutory and voluntary agencies to provide information
• Direct, prioritise and answer enquires as appropriate and seek advice when required
• Be present at departmental meetings taking notes, minutes and assisting in preparation of meetings.
• Ensure systems and processes are in place to provide efficient maintenance of health care records for prisoners past and present.
• Develop and maintain waiting lists for all specialists clinics e.g. dentist, optician, podiatrist, and BBV/ Sexual Health Services. Liaise with specialists to arrange clinic dates.
• Lists for clinics and operational staff to be compiled daily to ensure patients are available when required at Health Centre. Assemble medical records, clinic lists and outcome sheets for clinics.
• Arrange planned hospital appointments for patients and log in appointment diary. Liaise with medical and nursing staff, outside hospitals and SPS staff to organise hospital appointments to comply with escorting contract.
• Liaise with Clinical Manager regarding any special instructions e.g. fasting.
  
  

Systems

• Internet
• SharePoint
• Microsoft Office Packages ( Word, Excel, PowerPoint and Excel )
• Manual Health Care Records System
• SPIN (Scottish Prison Information Network)
• Vision (computerised medical records)
• Excel statistic workbooks
• E learning to complete mandatory training.
• Community Health Index (CHI)
• E-Mail and Intranet
• Filing System
• Alarm systems
  
  

Decisions And Judgement

The post holder must exercise discretion and be fully aware of the need for confidentiality.

For more information, please contact: Stacy Quail, Admin/Business Support Officer, 0141 762 9688, [email protected]

Details on how to contact the Recruitment Service can be found within the Candidate Information Packs.

This role does not meet the eligibility criteria for a or a NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (CoS).

Due to the anticipated response to this post it may close before the closing date noted on the advert therefore once you start your application form please complete it immediately.

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognisingmilitary skills, experience and qualifications during the recruitment and selection process.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

For application portal/log-in issues, please contact in the first instance.