Job summary
We have an exciting opportunity for a full-time (37.5 hours per week, 5 days per week.) Ward Administrator.
We are looking for a ward administrator. You will join the CNWL Inpatient Multi-Disciplinary Team on Thames Ward at St Charles Hospital.
Thames Ward is an Acute Admission Ward for patients with a mental illness. Thames Ward is a 17 bedded mixed gender ward and for adults aged 18 and over and we provide comprehensive mental health assessment and support for those admitted to our service. We all work together to improve the experience of all patients and improve their journey to recovery.
The successful applicant may have occasional contact with patients or service users.
Main duties of the job
You will be involved in providing a full range of administrative duties to support the delivery of a high quality service by the Thames Ward team.
The post holder will need to develop an understanding of the Thames Ward service objectives and support the team in in carrying out their duties effectively. This will range from taking calls from clients, arranging appointments and other shared administrative duties. The post holders will be required to work closely with the Ward Manager in supporting the clinical team. You will require good IT skills and a working knowledge of the use of Microsoft Office software - Word, Excel, Power point and Access. Experience with compiling finance reports would be advantageous.
The post holder will receive regular supervision and support from the Ward Manager. Thames Ward has close links with other wards and departments at St Charles Hospital.
This post is highly suitable for an applicant who is working at similar grade in the NHS or for those currently working in a non-NHS setting with aspirations to enter into Health service administration.
The post at St Charles Hospital, Monday to Friday between the hours of 9 am - 5 pm.
About us
We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providing top quality care depends on our ability to employ the best people.
We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.
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.
Job description
Job responsibilities
- 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 input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To cover reception duties as required
- To maintain an effective filing system for the team
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times
- To participate in the induction of new or temporary staff to the team
- 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
- To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager
- To provide a front of house reception service for patients or relatives arriving on the ward/unit, welcoming all visitors and directing as appropriate
- To demonstrate sensitivity, tact and diplomacy where appropriate, for example when acting as a first point of contact to distressed or anxious patients
- To provide a confidential and high standard general administrative support to the ward/unit, particularly supporting the Ward Manager with such task as the daily checking of Tableau
- To be responsible for ensuring that all basic details and documentation relating to a patient's current episode of care are up-to-date on SystemIOne
- To access the "National Spine" to ensure accurate retrieval of patients NHS number when required and enter on SystemOne
- To sort out incoming/outgoing post and distribute or act as necessary
- To assist with patient discharge arrangements by organising transport, liaising with other healthcare providers, families, etc.
Job description
Job responsibilities
- 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 input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To cover reception duties as required
- To maintain an effective filing system for the team
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times
- To participate in the induction of new or temporary staff to the team
- 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
- To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager
- To provide a front of house reception service for patients or relatives arriving on the ward/unit, welcoming all visitors and directing as appropriate
- To demonstrate sensitivity, tact and diplomacy where appropriate, for example when acting as a first point of contact to distressed or anxious patients
- To provide a confidential and high standard general administrative support to the ward/unit, particularly supporting the Ward Manager with such task as the daily checking of Tableau
- To be responsible for ensuring that all basic details and documentation relating to a patient's current episode of care are up-to-date on SystemIOne
- To access the "National Spine" to ensure accurate retrieval of patients NHS number when required and enter on SystemOne
- To sort out incoming/outgoing post and distribute or act as necessary
- To assist with patient discharge arrangements by organising transport, liaising with other healthcare providers, families, etc.
Person Specification
TRAINING & QUALIFICATIONS
Essential
- GCSE or other equivalent qualification
- RSA II or NVQ II or equivalent qualification/experience
Desirable
- ECDL, NVQ in customer Care, RSA Level II, NVQ Level II
EXPERIENCE
Essential
- Extensive administrative/secretarial experience
Desirable
- Audio Typing
- Working with a Multi-Disciplinary Team
KNOWLEDGE AND SKILLS
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and PowerPoint
- Able to communicate clearly in both written and verbal English
- Knowledge of a range of secretarial and office procedures
- Good Keyboard skills
- Excellent interpersonal skills, both face to face and over the telephone
- Able to prioritise work
- Able to work unsupervised
- Able to work cooperatively as part of a team and build and maintain successful working relationships with staff in a variety of different roles
- Able to work in an efficient, systematic and flexible manner
- Able to deal with difficult situations and to address them in a responsible and professional manner
- Able to observe confidentiality
- Able to treat Service Users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person
- Able to build constructive relationships with warmth and empathy, using good communication skills
Person Specification
TRAINING & QUALIFICATIONS
Essential
- GCSE or other equivalent qualification
- RSA II or NVQ II or equivalent qualification/experience
Desirable
- ECDL, NVQ in customer Care, RSA Level II, NVQ Level II
EXPERIENCE
Essential
- Extensive administrative/secretarial experience
Desirable
- Audio Typing
- Working with a Multi-Disciplinary Team
KNOWLEDGE AND SKILLS
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and PowerPoint
- Able to communicate clearly in both written and verbal English
- Knowledge of a range of secretarial and office procedures
- Good Keyboard skills
- Excellent interpersonal skills, both face to face and over the telephone
- Able to prioritise work
- Able to work unsupervised
- Able to work cooperatively as part of a team and build and maintain successful working relationships with staff in a variety of different roles
- Able to work in an efficient, systematic and flexible manner
- Able to deal with difficult situations and to address them in a responsible and professional manner
- Able to observe confidentiality
- Able to treat Service Users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person
- Able to build constructive relationships with warmth and empathy, using good communication skills
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).
Employer details
Employer name
Central and North West London NHS Foundation Trust
Address
Thames Ward, St Charles Hospital, St Charles Mental Health Unit
Exmoor Street
London
W10 6DZ
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
