Job summary
CNWL is seeking to recruit a professional and experienced full time administrator to join our team at Ellington Ward, Northwick Park Hospital. Ellington Ward is an older adult inpatient mental health unit.
Previous administrative experience is essential and you must be capable of managing your time effectively to meet deadlines whilst using your own initiative. A good level of computer literacy, and ability to learn and use specific computer systems is essential.
You will need to be highly organised and be able to prioritise your workload in order to support our team on the ward. You will require a conscientious, caring and enthusiastic approach in your role as you interact with service users, carers, visitors and the ward and wider team.
The successful applicant will 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.
Main duties of the job
The administrator role is pivotal in ensuring the smooth running of the service.
The role includes but is not limited to: office administration, answering the phone, data entry (mainly on System one), photocopying, printing, binding, and ordering/receipting of clinical and non-clinical supplies, booking meetings and sending invites, transport, interpreters, scanning and uploading documents, overseeing visitor sign-in and out.
About us
CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts and wellbeing initiatives for staff.
Become part of our team. We care for you as much as you care for others.
Job description
Job responsibilities
Administrative:
- To deal with incoming and outgoing mail.
- To assist clinical staff to prepare documents and type correspondence as necessary, using Microsoft Word, maintaining an accurate filing system and general office organisation, ensuring that all policies and procedures are adhered to.
- To assist in the administration of the Care Programme Approach (CPA) process.
- Organising CPA meetings and ensuring relevant parties are invited and documentation is presented as required.
- To provide a reception service and deal with telephone calls, correspondence and direct contacts with patients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant medical or nursing staff.
- To receive patients, carers and relatives onto the ward in a polite and friendly manner, checking identity details and providing information and advice as required.
- To be responsible for the ordering, storage and distribution of clinical, non-clinical and stationery supplies for the ward.
- To arrange transport and keep accurate records, and to and book outpatient appointments as necessary.
- To organise requests for medical investigations (blood tests, x-rays etc.) and ensure that results are available when required.
- To assist the Mental Health Act Co-ordinator with the administration of the MHA process as necessary.
- To liaise with other departments within OPHA services/ Trust/ external organisations.
- To inform relevant staff of new staff or leavers on the unit.
- To attend the team/ward staff meetings, admin. meetings etc.
- To report and follow up on any maintenance issue on the wards.
- To provide cover for other administration staff as required
Data Quality/Management
- To ensure that the quality of data entered onto SystmOne is in line with procedures.
- To provide basic data and IT support to clinicians.
- To undertake data-related pieces of work for the Directorate, as requested by senior staff or the Directorates Business & Service Improvement Manager/Business Support Officer.
- To have basic Microsoft Excel spreadsheet skills
Medical Records:
- To maintain a filing system and to record the movement of patients casenotes, ensuring that notes are archived as and when appropriate and that all policies and procedures are adhered to.
- To assist in quarterly or annual audits of patients records
Finance:
- To be responsible for the safe-keeping and banking of patient monies whilst they are on the ward and to maintain a system of recording every transaction.
- To be responsible for the safe-keeping of patient valuables and transferring items to the safe whilst they are on the ward and to maintain accurate records of this system.
- To be responsible for the control and management of petty cash on the ward and to maintain accurate financial records in accordance with Trust procedures
Communication:
- Patients, carers and relatives Non-clinical advice and information.
- Visitors/Public Non-clinical advice and information.
- Medical and Nursing staff receives and provides information relating to patients.
- General Practitioners receives and provides information relating to patients.
- External agencies receives and provides information relating to patients.
Job description
Job responsibilities
Administrative:
- To deal with incoming and outgoing mail.
- To assist clinical staff to prepare documents and type correspondence as necessary, using Microsoft Word, maintaining an accurate filing system and general office organisation, ensuring that all policies and procedures are adhered to.
- To assist in the administration of the Care Programme Approach (CPA) process.
- Organising CPA meetings and ensuring relevant parties are invited and documentation is presented as required.
- To provide a reception service and deal with telephone calls, correspondence and direct contacts with patients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant medical or nursing staff.
- To receive patients, carers and relatives onto the ward in a polite and friendly manner, checking identity details and providing information and advice as required.
- To be responsible for the ordering, storage and distribution of clinical, non-clinical and stationery supplies for the ward.
- To arrange transport and keep accurate records, and to and book outpatient appointments as necessary.
- To organise requests for medical investigations (blood tests, x-rays etc.) and ensure that results are available when required.
- To assist the Mental Health Act Co-ordinator with the administration of the MHA process as necessary.
- To liaise with other departments within OPHA services/ Trust/ external organisations.
- To inform relevant staff of new staff or leavers on the unit.
- To attend the team/ward staff meetings, admin. meetings etc.
- To report and follow up on any maintenance issue on the wards.
- To provide cover for other administration staff as required
Data Quality/Management
- To ensure that the quality of data entered onto SystmOne is in line with procedures.
- To provide basic data and IT support to clinicians.
- To undertake data-related pieces of work for the Directorate, as requested by senior staff or the Directorates Business & Service Improvement Manager/Business Support Officer.
- To have basic Microsoft Excel spreadsheet skills
Medical Records:
- To maintain a filing system and to record the movement of patients casenotes, ensuring that notes are archived as and when appropriate and that all policies and procedures are adhered to.
- To assist in quarterly or annual audits of patients records
Finance:
- To be responsible for the safe-keeping and banking of patient monies whilst they are on the ward and to maintain a system of recording every transaction.
- To be responsible for the safe-keeping of patient valuables and transferring items to the safe whilst they are on the ward and to maintain accurate records of this system.
- To be responsible for the control and management of petty cash on the ward and to maintain accurate financial records in accordance with Trust procedures
Communication:
- Patients, carers and relatives Non-clinical advice and information.
- Visitors/Public Non-clinical advice and information.
- Medical and Nursing staff receives and provides information relating to patients.
- General Practitioners receives and provides information relating to patients.
- External agencies receives and provides information relating to patients.
Person Specification
Experience
Essential
- Significant experience of working in an administrative capacity
- Experience of ordering/ procurement and booking systems, or ability to learn
Desirable
- Experience of working in an NHS or mental health setting
Skills and Knowledge
Essential
- Excellent written and verbal communication skills
- Demonstrable knowledge of MS Word, Outlook, Powerpoint and Excel
- Accurate data entry and typing skills
- Ability to work unsupervised
- Ability to prioritise own workload
- Ability to work within a team
- Able to build constructive relationships with service users, visitors, stakeholders and staff
- Able to manage difficult/ emotional situations
Desirable
- Knowledge of GDPR requirements for service users and staff
Other
Essential
- Sickness (or attendance) record that is acceptable to the Trust, to be checked at interview.
- Declared medically fit by Occupational Health Department to perform the duties of the post including ability to complete breakaway course
- The post holder must have the ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
Person Specification
Experience
Essential
- Significant experience of working in an administrative capacity
- Experience of ordering/ procurement and booking systems, or ability to learn
Desirable
- Experience of working in an NHS or mental health setting
Skills and Knowledge
Essential
- Excellent written and verbal communication skills
- Demonstrable knowledge of MS Word, Outlook, Powerpoint and Excel
- Accurate data entry and typing skills
- Ability to work unsupervised
- Ability to prioritise own workload
- Ability to work within a team
- Able to build constructive relationships with service users, visitors, stakeholders and staff
- Able to manage difficult/ emotional situations
Desirable
- Knowledge of GDPR requirements for service users and staff
Other
Essential
- Sickness (or attendance) record that is acceptable to the Trust, to be checked at interview.
- Declared medically fit by Occupational Health Department to perform the duties of the post including ability to complete breakaway course
- The post holder must have the ability to understand and implement the Equal Opportunities Policy at a level appropriate to the job.
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).
