Job summary
We are currently looking to recruit an experienced, enthusiastic and motivated Ward Administrator to join our inpatient mental health team based in Peterborough, Cambridgeshire within the Older Peoples and Adults Directorate. This role would involve working within a mental health ward for Older People who are experiencing a mental health crisis or have a primary diagnosis of Dementia.
You would also be providing administrative support to the Crisis Resolution & Home Treatment Team for Older People.
The ideal candidate will have a strong team work ethic, sense of accountability, accompanied by an ability to work under considerable pressure at times.
This post is open to those with the right attributes to enhance a team. In return we will provide the necessary support to ensure your development within your role.
We are keen to support and develop our staff through a clear career pathway and encourage promotional opportunities within the Trust.
Main duties of the job
The post holder will provide a comprehensive administrative service within the team, providing efficient, effective and timely support for OPAC.
Such support will include liaison with Consultants, Modern Matrons, Trust staff and OPAC colleagues, to ensure effective communication and systems are maintained for the receipt and onward delivery of all administration duties
About us
Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.
To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.
Regrettably, we cannot offer sponsorship for all our job roles. If you apply for a role that we cannot offer sponsorship for, unfortunately, your application form will be rejected from the process.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
- This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties, which fall within the grade of the job, in discussion with the manager.
- Provide full administrative support to the Ward team, word processing of all forms of correspondence, reports and summaries that are required by the team.
- Act as first point of contact for all staff and visitors to the ward, answer telephone calls within the defined timeframe. Taking messages from the public, health colleagues and other agencies, passing on messages appropriately. Set up communication systems relevant to the wards to ensure all team members receive relevant information.
- Assist Ward Manager in the planning of various projects throughout the year.
- Enter data on to the computerised system, producing daily bed state information.
- Maintain systems of recording patient admission and discharge status in liaison with the discharge planning team.
- Compile data on admissions and discharges using SystmOne.
- Attend and book rooms for team meetings, take minutes and distribute minutes.
- Undertake training of new staff as directed by Line Manager and / or other Managers.
- Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post. This may mean commuting to another location.
- Report maintenance and equipment faults to facilities and monitor completion of work and repairs.
- Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
- Enter service user surveys on to the Meridian database.
- Maintain ward stationery and stock levels and PPE.
- Inputting and updating service user information and service user / team activity on computerised information systems, creating service user notes where necessary and according to policies and procedures.
- To book hospital transport / interpreters for service users.
- Keep a safe record log for banking and retrieval of patients money and valuables.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
- This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties, which fall within the grade of the job, in discussion with the manager.
- Provide full administrative support to the Ward team, word processing of all forms of correspondence, reports and summaries that are required by the team.
- Act as first point of contact for all staff and visitors to the ward, answer telephone calls within the defined timeframe. Taking messages from the public, health colleagues and other agencies, passing on messages appropriately. Set up communication systems relevant to the wards to ensure all team members receive relevant information.
- Assist Ward Manager in the planning of various projects throughout the year.
- Enter data on to the computerised system, producing daily bed state information.
- Maintain systems of recording patient admission and discharge status in liaison with the discharge planning team.
- Compile data on admissions and discharges using SystmOne.
- Attend and book rooms for team meetings, take minutes and distribute minutes.
- Undertake training of new staff as directed by Line Manager and / or other Managers.
- Provide cover as directed by Line Manager for other members of the team in their absence and assist with their workloads as necessary and undertake such other duties as may be reasonably required commensurate with the grade of the post. This may mean commuting to another location.
- Report maintenance and equipment faults to facilities and monitor completion of work and repairs.
- Maintain filing in both paper and electronic records, ensuring that it is kept up to date at all times. In accordance with Trust procedures, track and receive notes in a timely manner.
- Enter service user surveys on to the Meridian database.
- Maintain ward stationery and stock levels and PPE.
- Inputting and updating service user information and service user / team activity on computerised information systems, creating service user notes where necessary and according to policies and procedures.
- To book hospital transport / interpreters for service users.
- Keep a safe record log for banking and retrieval of patients money and valuables.
Person Specification
Education / Qualifications
Essential
- Educated to GCE/GCSE standard.
- NVQ 2 in Administration or Customer Services
- Good command of written English
Experience
Essential
- Experience of working in a busy and demanding office/customer facing environment.
- Experience of planning and organising own workload and of staff within own span of control.
Desirable
- Previous experience of working in a NHS ward
- Experience of supporting a multi-disciplinary team.
Skills & Abilities
Essential
- Excellent customer care skills.
- Good IT skills (MS Office).
- Ability to work under occasional pressure/stress.
Desirable
- Knowledge of medical terminology.
- Knowledge of General Data Protection Regulations
Other
Essential
- Ability to travel to other Trust sites, if required
Person Specification
Education / Qualifications
Essential
- Educated to GCE/GCSE standard.
- NVQ 2 in Administration or Customer Services
- Good command of written English
Experience
Essential
- Experience of working in a busy and demanding office/customer facing environment.
- Experience of planning and organising own workload and of staff within own span of control.
Desirable
- Previous experience of working in a NHS ward
- Experience of supporting a multi-disciplinary team.
Skills & Abilities
Essential
- Excellent customer care skills.
- Good IT skills (MS Office).
- Ability to work under occasional pressure/stress.
Desirable
- Knowledge of medical terminology.
- Knowledge of General Data Protection Regulations
Other
Essential
- Ability to travel to other Trust sites, if required
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.
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.
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).
