Healthcare Administrator

Join an exciting growing service at Oakhill

STC focused on improving young people's well‑being. As an administrator, you will be providing a range of administrative support to the healthcare department.

The duties will vary depending on the needs of the department with the day’s priorities agreed with the practice manager. This may include processing patient referrals, making appointments, answering the phone, updating our clinical system (Systm1), preparing for or taking notes at a meeting, ordering supplies, filing, photocopying – the list goes on!

Support the healthcare department deliver a high‑quality experience such as:

• Making patient appointments ensuring the clinic list is correct and the patient is advised of their appointment
• Processing referrals to local hospitals or services and following up to ensure the referral has been received and processed
• Updating S1 patient records (e.g., scanning documents to the correct record and ensuring they are appropriately coded – training provided)
• Updating and maintaining databases (e.g., optician, dentist, admissions)
• Arranging meetings including inviting attendees, typing up the agenda, preparing documents, and taking minutes and actions (with training)
• Providing day‑to‑day administrative support to the practice manager, head of healthcare, and clinical leads as required (e.g., photocopying, booking rooms, etc.)
• Archiving and handling the sending and receiving of written notes where necessary
• Making up books for nursing staff (e.g., shift planner, tick sheets, etc.)
• Placing orders with suppliers to ensure stock levels are adequately maintained
• Answering the phone in a polite and friendly way, ensuring any messages are passed on or agreed actions are completed
• Supporting visitors and contractors to the healthcare department through:
  • Booking gate passes, where required
  • Efficiently collecting and escorting visitors/contractors to the healthcare department from/to reception and other departments within the site, as required

The Healthcare Team at Oakhill STC

The Healthcare Department is a small and close‑knit team providing a broad range of services reflecting the needs of a young population and includes primary care, mental health, substance misuse, pharmacy, GP, psychiatry, psychology, and administration. There is also an on‑site dentistry service.

Step into one of the most dynamic and rewarding environments healthcare has to offer! Working in secure settings challenges you to think on your feet, adapt quickly, and grow both personally and professionally. If you’re ready for a role that sharpens your existing skills, teaches you something new every single day, and keeps you at the heart of an environment that’s always evolving – this could be the opportunity you’ve been waiting for!

Oakhill STC is a secure facility for up to 80 male and female young people aged between 12 and 18 years old. The young people have access to a fully equipped education centre that offers a full timetabled curriculum. They are also provided with specialist support, access to healthcare professionals and extra‑curricular activities.

Skills

• Well organised and methodical approach to work
• Good communication which is both professional and friendly
• Able to get on with tasks but know when to ask for help
• Can multitask and prioritise as needed
• Good IT skills (S1 training will be provided)
• Excellent time management skills and ability to meet deadlines
• Track record of delivering consistently accurate and high‑quality work

The post holder may be required to perform other relevant and appropriate duties as reasonably needed. This list of duties and responsibilities is not exhaustive. This job description is subject to regular review and appropriate modification.

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.

Please note, in order to apply, all applicants need to have been living in the United Kingdom (with residency in the UK, such as UK/Irish/EU Passport, or an Indefinite Leave to Remain Visa) for the last 5 years with no more than a 28‑day break being outside of the UK and no gaps in employment during this time.