Ward Administrator

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

The closing date is 06 May 2025

Job summary

Are you well organised? Do you want to join a busy and unique team? Then we would love to hear from you

An opportunity has arisen for a full time Ward Administrator to work at Ravenswood House, medium secure unit. This role is an integral part of our established multi-disciplinary team which includes; Doctors, Nurses, Health Care Support Workers, Psychologists and Occupational Therapists. The successful applicant will work as a member of our existing administration team to provide full secretarial and administrative support to the ward clinical team.

We are looking for an enthusiastic, proactive and well-motivated individual, you will need excellent verbal and written communication skills. You will need to be IT literate, able to work with different computer systems confidently and demonstrate expertise in the full range of administrative skills. The role will include a wide variety of admin tasks such as admissions, discharges, ordering, word processing, minute taking and coordinating meetings.

To support your development we provide a robust and supportive induction programme for all staff. You will receive regular supervision as well as a number of training opportunities to ensure continuing professional development.

For an informal conversation about this role, feel free to get in touch with Traci Leng, Ward Administration Coordinator, 02382 310929

Main duties of the job

Responsible for the patients Care Programme Approach, report compilation, minute taking and Section 117 meetings

Act as IT co-ordinator and Rio champion for the ward

Arrange admissions, transfers and discharges of patients as instructed by clinical ward manager whilst liaising with Medical Records and external agencies.

Complete maintenance requests for the ward, chase up outstanding works on a regular basis to ensure completion of tasks is carried out.

Dealing with telephone enquiries, documenting messages and ensuring that they are passed on to appropriate staff member accordingly for action.Telephone enquiries can sometimes be of a distressing or sensitive nature and require a high level of discretion and diplomacy at all times.

Ensure cover is provided for other wards in times of holidays and sickness

Keep ward diary up to date with inclusion of CPA dates, physical health investigations, Mental Health Review Tribunals, Managers meetings and arrangement for service user activities.

Liaising with all services, internal and external to the Trust as well as patients relatives whilst maintaining confidentiality.

Setting up emails and Rio accounts and smartcards etc for new staff members

To attend team meetings, supervision sessions and take part in the appraisal system. Update Patient Lists - to be updated with current details re MHA spreadsheet sent weekly along with Progress Review Timetables

Order supplies for your ward including stationery

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

Date posted

25 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year

Contract

Permanent

Working pattern

Full-time

Reference number

348-SAC-7839

Job locations

Ravenswood House

Mayles Lane, Knowle

Fareham

Hampshire

PO17 5NA

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

Competent with software package Office 365 including Word, Excel, Outlook & PowerPoint with strong typing skills
Excellent standards of written and oral English

Desirable

NVQ3 Administration
Conversant in the use of Rio (electronic patient record) & SharePoint.

Experience

Essential

Competent with software package Office 365 including Word, Excel, Outlook & PowerPoint
Experience of setting up and maintaining electronic filing systems
Office experience including minute or note taking and experience in a similar role
Be able to communicate at all levels through all types of media
Communicate clear and accurate information in an appropriate manner

Additional Criteria

Essential

Professional outlook.
Organised, flexible and adaptable to meet the changing needs of the service.
Calm under pressure and work to timescales.
Willingness to undertake training

Person Specification

Qualifications

Essential

Competent with software package Office 365 including Word, Excel, Outlook & PowerPoint with strong typing skills
Excellent standards of written and oral English

Desirable

NVQ3 Administration
Conversant in the use of Rio (electronic patient record) & SharePoint.

Experience

Essential

Competent with software package Office 365 including Word, Excel, Outlook & PowerPoint
Experience of setting up and maintaining electronic filing systems
Office experience including minute or note taking and experience in a similar role
Be able to communicate at all levels through all types of media
Communicate clear and accurate information in an appropriate manner

Additional Criteria

Essential

Professional outlook.
Organised, flexible and adaptable to meet the changing needs of the service.
Calm under pressure and work to timescales.
Willingness to undertake training

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.