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Oxleas NHS Foundation Trust Administrator

The closing date is 08 September 2026

Apply for this job

Job summary

We are excited to offer a full time position for a Band 3 Administrator to work at HMP Ashfield providing a varied and rewarding role.

This position offers the chance to develop a broad range of skills and experience, working Monday - Friday within a Cat C prison environment. The successful candidate will work closely with multidisciplinary teams supporting service delivery, patient care pathways, and operational functions within the prison setting.

Important Sponsorship Information for this post: We are currently unable to offer a certificate of sponsorship for this post.

Main duties of the job

This is an ideal opportunity for someone who enjoys variety, and is motivated by working collaboratively across teams. You will gain exposure to diverse healthcare services, contribute to service improvement, and play an important role in supporting high-quality care for patients across the prison estate.

You will be highly valued as an organised, adaptable, and proactive individual with strong communication skills and the ability to build positive working relationships across multiple teams and environments.

About us

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: o We're Kind o We're Fair o We Listen o We Care

Details

Date posted

25 August 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

277-8236506-ASH

Job locations

HMP Ashfield

Shortwood Road, Pucklechurch

Bristol

BS16 9QJ

United Kingdom

Job description

Job responsibilities

Undertaking copy/audio typing and word processing support to the team for the provision of required client related reports, letters, discharge summaries etc, including legal documentation, whilst prioritising work-load and meeting deadlines.

Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary and ensuring urgent items are brought to the attention of a member of the team.

Preparing and presenting any statistical returns as necessary.

Undertake any administrative procedures required to support the team, e.g. arrange medical staff & practitioner rotas organise meetings.

Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.

Attending and participating in meetings.

Minute meetings e.g. case conferences/professional meetings and team meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.

Undertaking administrative duties, e.g. diary management, photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.

Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft packages as required.

Handling both routine and urgent matters using initiative and with minimal supervision.

Participating in supervision and PDR/appraisal.

Undertaking any other duties commensurate with the level of the post as required, ensuring efficient and effective running of the department/section.

IMPORTANT INFORMATION, PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation

Proof of ID, needs to include 1 photographicID

Proof of address documentation

Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.

Job description

Job responsibilities

Undertaking copy/audio typing and word processing support to the team for the provision of required client related reports, letters, discharge summaries etc, including legal documentation, whilst prioritising work-load and meeting deadlines.

Dealing with incoming correspondence on a daily basis, distributing and taking appropriate action as necessary and ensuring urgent items are brought to the attention of a member of the team.

Preparing and presenting any statistical returns as necessary.

Undertake any administrative procedures required to support the team, e.g. arrange medical staff & practitioner rotas organise meetings.

Implementing and maintaining effective client filing systems, ensuring client records are safe, confidential, up to date and accessible.

Attending and participating in meetings.

Minute meetings e.g. case conferences/professional meetings and team meetings as required, distributing as appropriate and taking administrative follow-up acting on own initiative.

Undertaking administrative duties, e.g. diary management, photocopying, faxing, monitoring stationery/clinical items and ordering as necessary.

Using electronic clinical record system (SystmOne), email, intranet, Internet and Microsoft packages as required.

Handling both routine and urgent matters using initiative and with minimal supervision.

Participating in supervision and PDR/appraisal.

Undertaking any other duties commensurate with the level of the post as required, ensuring efficient and effective running of the department/section.

IMPORTANT INFORMATION, PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation

Proof of ID, needs to include 1 photographicID

Proof of address documentation

Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited.

Person Specification

Qualifications

Essential

• GCSE in Maths/English

Experience

Essential

• Administrative experience

Desirable

• Experience of working in prison environment

Experience

Essential

• Experience of taking minutes
• Experience of database management

Person Specification

Qualifications

Essential

• GCSE in Maths/English

Experience

Essential

• Administrative experience

Desirable

• Experience of working in prison environment

Experience

Essential

• Experience of taking minutes
• Experience of database management

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

HMP Ashfield

Shortwood Road, Pucklechurch

Bristol

BS16 9QJ

United Kingdom

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

HMP Ashfield

Shortwood Road, Pucklechurch

Bristol

BS16 9QJ

United Kingdom

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Admin Manager

Emma Hibbert

[email protected]

Details

Date posted

25 August 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

277-8236506-ASH

Job locations

HMP Ashfield

Shortwood Road, Pucklechurch

Bristol

BS16 9QJ

United Kingdom

Supporting documents

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