Job summary
We are seeking a highly motivated and organized individual to join our Mother and Baby Unit at Bethlem Royal Hospital as a permanent Administrator.
The successful candidate will work closely with the Senior Administrator and other team members, providing top-tier administrative support. This is an exciting opportunity to contribute to a busy, supportive, and dynamic multidisciplinary inpatient perinatal service serving South London and Maudsley.
The role will involve liaising with both internal departments and external agencies to ensure the seamless delivery of high-quality inpatient care.
Strong interpersonal and communication skills are essential, as the post holder will be required to communicate effectively and sensitively with a diverse range of individuals, including patients, colleagues, subcontractors, and external partners.
Main duties of the job
Key Responsibilities:
Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary.
Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements
Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward.
Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required.
Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards.
Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared.
About us
South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.
By coming to work at SLaM, you will gain experience of being part of an organisation with a rich history and international reputation in mental health care. You will have access to professional development and learning opportunities, and have the chance to work alongside people who are world leaders in their field. SLaM delivered more than 14,000 training experiences in 2014; providing an extensive range of learning opportunities for staff at all levels. In addition, our working relationship with King's Health Partners allows those working at the Trust to get involved in academic research.
Job description
Job responsibilities
The Mother and Baby Unit Inpatient Service is a Specialised Unit with 12 beds for mothers and babies at the Bethlem Royal Hospital, Beckenham.
We specialise in the treatment of antenatal and postnatal illnesses. Our service is for women who develop a mental illness or have a relapse of serious mental illness during pregnancy, and women who have developed postnatal depression, post partum psychosis or have had a relapse of serious mental illness following the birth of their baby.
We support the mother in developing a relationship with her baby in order to reduce the impact of the mother's illness on the infant.
The administrator p[lays a key role in ensuring we deliver excellent care to those who use our service
Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary. Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements. Maintenance Call Logging: Log maintenance-related issues via Planet FM, ensuring timely reporting and resolution of any ward maintenance concerns. Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward. Team Collaboration: Work closely with the Senior Administrator, Housekeeper, and multidisciplinary ward staff, assisting with any additional ad-hoc administrative tasks and ensuring a collaborative work environment. Ward Supplies Management: Oversee and maintain inventory of ward stationery and other supplies, placing orders through the eProcurement system as necessary to ensure continuous availability. Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required. Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards. Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared. Mail Management: Efficiently manage incoming and outgoing mail, ensuring timely and appropriate distribution. Adaptability & Prioritization: Demonstrate flexibility and the ability to self-prioritize tasks effectively, managing a range of duties in a dynamic and fast-paced environment. Training & Development: Participate in training and professional development opportunities as required, ensuring continuous personal and professional growth Additional Duties: Undertake other duties deemed relevant by the service and as negotiated with the Senior Administrator and Ward Manager, supporting the overall effectiveness of the ward.
Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary.
Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements.
Maintenance Call Logging: Log maintenance-related issues via Planet FM, ensuring timely reporting and resolution of any ward maintenance concerns.
Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward.
Team Collaboration: Work closely with the Senior Administrator, Housekeeper, and multidisciplinary ward staff, assisting with any additional ad-hoc administrative tasks and ensuring a collaborative work environment.
Ward Supplies Management: Oversee and maintain inventory of ward stationery and other supplies, placing orders through the eProcurement system as necessary to ensure continuous availability.
Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required.
Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards.
Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared.
Mail Management: Efficiently manage incoming and outgoing mail, ensuring timely and appropriate distribution.
Adaptability & Prioritization: Demonstrate flexibility and the ability to self-prioritize tasks effectively, managing a range of duties in a dynamic and fast-paced environment.
Training & Development: Participate in training and professional development opportunities as required, ensuring continuous personal and professional growth
Additional Duties: Undertake other duties deemed relevant by the service and as negotiated with the Senior Administrator and Ward Manager, supporting the overall effectiveness of the ward.
Job description
Job responsibilities
The Mother and Baby Unit Inpatient Service is a Specialised Unit with 12 beds for mothers and babies at the Bethlem Royal Hospital, Beckenham.
We specialise in the treatment of antenatal and postnatal illnesses. Our service is for women who develop a mental illness or have a relapse of serious mental illness during pregnancy, and women who have developed postnatal depression, post partum psychosis or have had a relapse of serious mental illness following the birth of their baby.
We support the mother in developing a relationship with her baby in order to reduce the impact of the mother's illness on the infant.
The administrator p[lays a key role in ensuring we deliver excellent care to those who use our service
Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary. Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements. Maintenance Call Logging: Log maintenance-related issues via Planet FM, ensuring timely reporting and resolution of any ward maintenance concerns. Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward. Team Collaboration: Work closely with the Senior Administrator, Housekeeper, and multidisciplinary ward staff, assisting with any additional ad-hoc administrative tasks and ensuring a collaborative work environment. Ward Supplies Management: Oversee and maintain inventory of ward stationery and other supplies, placing orders through the eProcurement system as necessary to ensure continuous availability. Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required. Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards. Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared. Mail Management: Efficiently manage incoming and outgoing mail, ensuring timely and appropriate distribution. Adaptability & Prioritization: Demonstrate flexibility and the ability to self-prioritize tasks effectively, managing a range of duties in a dynamic and fast-paced environment. Training & Development: Participate in training and professional development opportunities as required, ensuring continuous personal and professional growth Additional Duties: Undertake other duties deemed relevant by the service and as negotiated with the Senior Administrator and Ward Manager, supporting the overall effectiveness of the ward.
Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary.
Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements.
Maintenance Call Logging: Log maintenance-related issues via Planet FM, ensuring timely reporting and resolution of any ward maintenance concerns.
Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward.
Team Collaboration: Work closely with the Senior Administrator, Housekeeper, and multidisciplinary ward staff, assisting with any additional ad-hoc administrative tasks and ensuring a collaborative work environment.
Ward Supplies Management: Oversee and maintain inventory of ward stationery and other supplies, placing orders through the eProcurement system as necessary to ensure continuous availability.
Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required.
Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards.
Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared.
Mail Management: Efficiently manage incoming and outgoing mail, ensuring timely and appropriate distribution.
Adaptability & Prioritization: Demonstrate flexibility and the ability to self-prioritize tasks effectively, managing a range of duties in a dynamic and fast-paced environment.
Training & Development: Participate in training and professional development opportunities as required, ensuring continuous personal and professional growth
Additional Duties: Undertake other duties deemed relevant by the service and as negotiated with the Senior Administrator and Ward Manager, supporting the overall effectiveness of the ward.
Person Specification
Qualifications
Essential
- oGood standard of general education including English and Mathematics (GCSE A-C)
Experience
Essential
- oExperience in administrative supportive role.
- oWorking to tight deadlines oTeam working oDiary management
Desirable
- oExperience of working with mental health patients
- oWorked in an NHS environment
Knowledge
Essential
- oProficient in Microsoft Outlook, Word, Excel and Teams
Desirable
- oAn understanding of Electronic Patient Journey System
Skills
Essential
- oAn eye for detail
- oGood written communication
- oAbility to liaise and work with all levels of staff
- oAble to use your own initiative and work unsupervised
- oAbility to prioritise and multitask effectively
Person Specification
Qualifications
Essential
- oGood standard of general education including English and Mathematics (GCSE A-C)
Experience
Essential
- oExperience in administrative supportive role.
- oWorking to tight deadlines oTeam working oDiary management
Desirable
- oExperience of working with mental health patients
- oWorked in an NHS environment
Knowledge
Essential
- oProficient in Microsoft Outlook, Word, Excel and Teams
Desirable
- oAn understanding of Electronic Patient Journey System
Skills
Essential
- oAn eye for detail
- oGood written communication
- oAbility to liaise and work with all levels of staff
- oAble to use your own initiative and work unsupervised
- oAbility to prioritise and multitask effectively
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).
