Ward Administrator in London inLondon PUBLISHED SAT 29 MAR 2025 Jump to job information section

Central and North West London NHS Foundation Trust rc223v5z

Job description

Job Overview

An exciting opportunity has arisen for an exceptional administrators to join our Brent Borough to provide an efficient and effective administrative service to our acute wards. This includes handling documents of a confidential nature and performing a variety of administration duties as defined in the principal responsibilities of the post.

The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using high levels of discretion and judgement.

The post will be supervised and the post holder will liaise closely with other administration staff on a day-to-day basis as well as liaising with a number of key staff within Park Royal Centre for Mental Health, Ward Managers, Multi-Disciplinary Team within, other Senior Consultants within the Service, as well as other departments as necessary.

Main duties of the job

Prepare and distribute documents by copy or audio typing (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings, SARs.
Deal with telephone calls, post and direct contacts with clients and internal and external agencies, referring complex matters to relevant senior members of staff and taking messages.
Photocopying and scanning of notes, uploading notes electronically on patient system.
Assist in organising meetings
Ensure patient’s consent has been given when releasing confidential information to others.
Deal with outgoing and incoming correspondence, ensuring incoming mail is distributed as quickly as possible. Ensure that all actions, dates of meetings, and other relevant information are processed as appropriate. Ensure that all referrals addressed to psychiatrists are processed via the team’s single point of entry system.
Process enquiries from service users within professional boundaries.
Maintain filing system and record the movement of clients’ case notes according to Trust policies and procedures
Assist with the input and retrieval of client details and clinical information
Assist with subject access requests for the ward
Assist with the administration of clinical and professional meetings
Ensure all relevant paperwork is filed correctly in client files
Support the ward team by introducing systems to affect good office practice

Working for our organisation

Central and North West London NHS Foundation Trust is committed to involve staff at all levels in the development of the organisation.

Your Continuing Personal and Professional Development will be encouraged and supported.

Managers should ensure that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.

All managers should engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Detailed Job Description And Main Responsibilities

Secretarial:

To prepare and distribute documents by copy or audio typing using Microsoft office software (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings etc) and forward to the appropriate agency ensuring that all policies and procedures are adhered to.
To deal with telephone calls, post and direct contacts with clients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
To support in organising meetings for the ward.
To ensure patient’s consent has been given when releasing confidential information to others.
Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible. To ensure that all actions, dates of meetings, and other relevant information are processed as appropriate. To ensure that all referrals addressed to Psychiatrists are processed via the team’s single point of entry system.
To process enquiries from service users within professional boundaries.
To maintain a filing system and to record the movement of clients’ case notes according to Trust policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
To ensure that all relevant paperwork is filed correctly in client files.
To liaise with wards, outpatient clinics, administrators from other sectors across the Trust and external agencies as required.
Support the ward team by introducing systems to affect good office practice.
Provide limited cover in the instance of annual or sick leave.
To have an understanding of health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
Any other duties that may be delegated as appropriate to the nature and grading of the post.

Management Information Systems:

To assist with the input and retrieval of client details and clinical information.
To support with subject access requests for the ward.
To assist with the administration of the clinical and professional meetings.
Proficiency in software systems including Word, Excel, PowerPoint and inhouse Intranet, email and Internet.
Responsibility for reporting faults on equipment used by the team e.g. computer, printer etc to IT Helpdesk and any other problems to relevant departments.

Communication:

Service Users/Carers/Visitors/Public - Non-clinical advice and information
Visitors/Public – Non-clinical advice and information
Medical and Nursing staff – receives and provides information relating to pa

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Requirements

See the job description for full role requirements.

Benefits

Benefits are provided by the employer and will be confirmed during your application.

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More information related to this job opportunity, from jobsincare:

Useful skills for a Ward Administrator: Click to view

To work as a Ward Administrator in the UK, you typically need a combination of administrative skills, healthcare knowledge, and interpersonal abilities. Here’s a breakdown of the key skills and qualifications that are generally required:

Administrative Skills:

1. Organizational Skills: Ability to manage and prioritize multiple tasks efficiently.

2. Data Entry and Management: Proficient in using hospital information systems and databases.

3. Record Keeping: Skills in maintaining accurate and confidential patient records and administrative documentation.

4. Scheduling: Experience in managing staff rosters, appointments, and maintaining ward schedules.

Communication Skills:

1. Verbal Communication: Ability to effectively communicate with healthcare staff, patients, and their families.

2. Written Communication: Proficiency in writing reports, memos, and other correspondence.

3. Interpersonal Skills: Ability to build relationships with staff, patients, and visitors, and handle inquiries or complaints effectively.

IT Skills:

1. Computer Literacy: Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with healthcare management software.

2. Data Management: Ability to analyze and report on data, including budgets, staffing levels, and patient flow.

Financial and Resource Management:

1. Budgeting Experience: Understanding of financial processes, including invoicing and resource allocation.

2. Inventory Management: Skills in managing supplies and equipment within the ward.

Knowledge of Healthcare:

1. Understanding of NHS Policies: Familiarity with healthcare regulations, NHS frameworks, and departmental protocols.

2. Health and Safety Awareness: Knowledge of health and safety standards in a hospital setting.

Personal Attributes:

1. Attention to Detail: High level of accuracy and attention to detail in all tasks.

2. Problem-Solving Skills: Ability to identify issues proactively and develop effective solutions.

3. Flexibility and Adaptability: Ability to work in a fast-paced, dynamic environment and adapt to changing priorities.

Qualifications:

- Educational Background: Typically, a minimum of GCSEs in English and Mathematics, and often relevant vocational qualifications (e.g., NVQ in Business Administration).

- Experience: Previous experience in an administrative role, particularly in a healthcare setting, is often preferred.

inLondon

51.5072178 -0.1275862 London, England, United Kingdom

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