Custodial Flow Coordinator / Personal Assistant

at  Oxleas NHS Foundation Trust

Are you ready to unlock your potential within a challenging, creative and fast paced work environment? Do you want to escape your current job role and work with people to build positive and productive lives, whatever their past? Now is the time to break into offender healthcare and develop your career.
As part of the South West Prison Healthcare contract awarded to Oxleas NHS trust in 2022, we are able to expand recruitment and are looking for a compassionate, knowledgeable and motivated Custodial Flow Co-ordinator/Personal Assistant to join our friendly team at HMP Bristol.
Our healthcare team have a real impact on promoting health and well-being to those in prison and we pride ourselves on using skills and strategies that instil hope for patients future resettlement back into the community. We directly deliver Mental Health, Physical Health, Pharmacy and Clinical Substance Misuse in an integrated healthcare delivery model to provide effective and responsive care to improve wellbeing and support better outcomes in the future.
As part of our administrative team, you will enjoy all the benefits of NHS AfC employment (inc pension) with the opportunity to work within a forward-thinking service, who encourage career and personal development to all staff to increase their clinical and interpersonal skills.
We are seeking a competent and dedicated individual to join our team in a fast-paced, dynamic prison environment.
The Custodial Flow Coordinator & Personal Assistant will play a dual role: ensuring a streamlined patient flow by coordinating custodial duties and directly supporting the Head of Healthcare in administrative and executive functions.
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
We’re Kind
We’re Fair
We Listen
We Care
Manage the Head of Healthcare’s daily administrative duties, such as scheduling appointments, meetings, and teleconferences.
Coordinate correspondence on behalf of the Head of Healthcare, including managing emails, letters, and telephone calls.
Provide direct administrative support including minute taking for clinical or management meetings, producing agendas, collating, and distributing papers for meetings.
Prepare reports, memos, and other documents as required by the Head of Healthcare.
Liaise with other departments and external agencies, ensuring timely communication and cooperation.
Handle sensitive and confidential information with discretion.
Manage medical records, ensuring they are kept up to date and stored securely.
Assist in planning and implementing healthcare programs and initiatives.
Coordinate training schedules for healthcare staff and facilitate training logistics.
Handle general queries and complaints about healthcare services, supporting resolution in a timely and professional manner.
Demonstrate skills in the use of SystmOne in terms of clinical record-keeping and activity & data extraction/ collation for performance and QOF reporting.
To handle both routine and urgent matters using initiative
Organise travel arrangements, including flights, accommodations, and local transportation.
To deputise for the Administration Manager, supporting the Administration Team.
Nominated vetting point contact for new starters on behalf of Prison Security Team.
Manage database for Subject Access Requests

Please refer the Job description for details