Ward Administrator
Job summary
- Meeting and greeting service users attending outpatient clinics
- Communicating with services users, carers, family members and Health Care Professionals, both face-to-face and via the telephone
- Maintaining appointment diaries and service user records using RiO, electronic data base
- Typing correspondence
- General admin tasks as required
Main duties of the job
East London NHS Foundation Trust are looking to appoint a full-time Ward Administrator for Pluto Ward & Day Service Unit at The Coborn Centre working 37.5 hours per week, Monday to Friday.
We are looking for a motivated professional with excellent communication and customer care skills to take on this busy, varied role supporting clinical staff and patients in an inpatient setting. The post holder will be an experienced administrator who will act as one of the first points of contact for our patients therefore have outstanding customer service skills.
The post holder will be required to work in a busy and demanding environment and should be able to work without direct supervision, exercise initiative, professionalism and courtesy; as well as have the ability to multi-task at all times.
For further details please contact James Atkinson Administrative Lead on yetunde.oladeji@nhs.net
About us
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive - so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job description
Job responsibilities
To ensure that all incoming post is date-stamped and distributed to the appropriate personsand that out-going mail is sorted according to internal, external departments and relevantagencies.2. To receive all incoming calls to the service/team and deal appropriately in a courteous andhelpful manner.3. To deal with a range of queries from the public and other agencies in a polite and helpfulmanner, also by telephone and face-to-face encounters, seeking advice and guidance fromTeam Administration Lead.4. To take and promptly pass on accurate notes and information, exercising independentjudgement and discretion when handling, monitoring and filtering calls within data protection,customer care and confidentiality guidelines.5. To ensure that calls from anxious and distressed patients and carers are dealt withappropriately and referred to the correct system internally.6. To manage the diary and appointments system, clinic lists and inform clinicians of theirappointment arrivals.7. To ensure that staff have updated the appointment system.8. To co-ordinate and oversee room bookings and report any problems as appropriate.9. To type correspondence such as letters, reports using digital dictation when required.10. To book interpreters and translators for clients appointments and monitor confirmation ofbookings and action as appropriate.Page 2 of 711. To ensure there is an adequate supply of all forms and adequate stationery supplies,letterheads, information leaflets, appointment cards etc. available for colleagues and serviceusers.12. Receive and manage referrals into the service, and discharges13. To update patient information on files and on IT database systems, including Rio ensuringdata quality is monitored and any concerns raised.14. To undertake general office duties including: photocopying, collating and binding ofdocuments, laminating, etc. as required.15. To provide administrative support to service/team for presentations including setting up ofequipment, providing handouts and refreshments as appropriate16. To ensure that office equipment is maintained and reported for repair as necessary and thatthe office, reception area and waiting room is kept clean and tidy at all times.17. To receive regular one to one and team supervision from the Team Administration Lead18. As a service/team member to work flexibly in order that essential priority tasks are coveredand dealt with.19. To use information technology for a range of purposes.20. To report to the Team Administration Lead any issues that are of concern relating to healthand safety of the building.21. To have excellent verbal, written and communication skills22. To induct new staff to reception, filing and administration systems23. To have the ability to remain calm and sensitive in difficult and stressful situationsPERSONAL DEVELOPMENT24. To undertake professional and personal development as agreed with line manager andparticipate in regular supervision and appraisal.25. To attend appropriate IT and administrative training courses.26. To attend staff, administration and team meetings.27. Adopt and implement agreed service developments in line with the Directorate and Trustobjectives28. Responsible for own personal developmentNOTE29. The duties and responsibilities outlined in this job description although comprehensive are notdefinitive and you may be required to perform other duties at the request of your manager.30. This job description is designed to reflect duties currently incorporated in this post. Thesemay change in the light of changes in the service provided by the Trust. Any such changeswill be fully discussed with the post holder.
Person Specification
Education/ Qualification/ Training
- Educated to GCSE standard or equivalent
- Good standard of written and spoken English
- English GCSE or NVQ3
Experience
- Proven experience working as part of an administrative/secretarial team
- Experience of routine office administration including reception duties
- Experience of an administrative role in NHS service, preferably mental health.
- Knowledge of Patient Administration Systems (RIO).
Knowledge and Skills
- Computer Literacy including (MS Office)
- Data entry skills;
- Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing
- An understanding of general office procedures.
- Ability to prioritise workload, and plan and organise own time effectively;
- Exercise own judgment when dealing with enquiries from patients, parents/carers or other professionals;
- Copy Typing skills (50wpm) Excel Data entry skills
- Copy Typing skills (50wpm);
- Ability to act independently, and on own initiative;
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.
Certificate of Sponsorship
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.
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.
Employer details
Employer name
East London NHS Foundation Trust
Address
The Coborn Centre for Adolescent Mental Health
Cherry Tree Way, Glen Road
London
E13 8SP
United Kingdom
Employer's website
https://www.elft.nhs.uk/