Ward Administrator
Job summary
An exciting opportunity has arisen for an enthusiastic and motivated Full-Time Ward Administrator to join Hayworth Ward.
We are looking for a candidate with proven experience and knowledge of working within a fast-paced, collaborative environment. The successful applicant will play a key role in supporting the ward team, ensuring smooth administrative operations and excellent service delivery.
Main duties of the job
The postholder will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team.
To oversee systems supporting the ward and to ensure that the facilities are managed effectively.
The post holder will work in collaboration with the ward manager, other managers and clinical staff to ensure that the service operates efficiently and effectively, achieves the data quality, clinical activity and is compliant with all the appropriate Trust policies & initiatives.
To ensure that careful consideration to sensitive information and confidentiality is adhered to at all times.
To be the first point of contact for patient/families/carers, and other visitors to the ward, ensuring a good patient experience and positive image of the service
About us
We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close-knit team at SLaM. It's important to us that you valued and appreciated and that are why we have a comprehensive benefits package on offer
Job description
Job responsibilities
Responsibilities:
- As part of the administration team, to provide comprehensive administrative support to members of the service. This will include diary management, electronic filing, photocopying and sending e-mails.
- To organise regular team meetings and review meetings, taking and circulating minutes and agendas to members of the team.
- To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate.
- Taking clear, concise messages and dealing with general enquiries, where appropriate.
- To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales.
- Manage multiple tasks within the working day whilst maintaining quality standards.
- To book and organise meetings as required. Liaising with Clinicians and contacting families, and carers.
- Ability to work in an unpredictable pattern, dealing with frequent interruptions.
- To deliver a high standard of customer care that is representative of the service and the overall trusts objectives.
- Support service-related projects with the service lead and MDT Assist the service with monitoring, updating and reporting comprehensive service-related activity data.
- Co-ordinate day to day admin support for the service and assist with the development of administrative processes.
- To participate in any training and developmental needs as required by the Clinical Service Manager.
- Support the service wide administrative cover arrangements.
- In conjunction with the service lead complete the service E-roster in a timely manner ensuring that data is collected and submitted.
- Process e-procurements requests
- Support trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
- Supporting with the recruitment and selection as and when required.
- Undertake any other reasonable duties as negotiated with the Team Manager and BusinessManager.
Information/Performance Data:
- As part of the administrative team, to ensure that all Key Performance Indicator (KPI) information and data is inputted in a timely fashion to ePJS, scanning and uploading documentation.
- Ensure Trust data quality targets are maintained.
- As part of the administrative team, to provide Insight reports to the team on a regular basis (at least monthly) and review data quality.
- To proactively advise team members of gaps in information.
Service Requirements:
- To provide cover for colleagues, as required, within PMOA sites.
- Assist team with the development of patient information and team leaflets.
- Updating staff competencies on e-roster, creating reports from e-roster such as competencies, annual leave and sickness.
- To assist in service user and carer feedback surveys.
Training and Education:
- To ensure that all of your required mandatory training is up to date.
- As part of the administrative team to monitor team training records and remind team members of their training compliance.
- To participate in development and training identified through the appraisal and supervision process.
Other:
- To ensure all duties are carried out in line with Trust policy.
- To carry out other duties appropriate to the grade as required.
- To keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission.
Person Specification
Qualifications
- RSA III standard or equivalent experience of word processing including experience and knowledge of Microsoft Office (Word / Outlook / Excel / PowerPoint / Teams)
- Good standard of general education including English and Mathematics (GCSE A-C or 9-4 grade)
Experience
- Minimum of two years administration experience. (A/I)
- Experience of working in an NHS or social care environment, within a framework of confidentiality
- Experience in diary management
- Ability to take minutes
- Experience of dealing with a range of difficult or challenging situations both on the telephone and in person
- Experience of working within a mental health setting.
Knowledge / Skills
- Excellent knowledge and use of English language with excellent grammar, spelling and punctuation
- Able to navigate databases and experience in preparing and maintaining spreadsheets
- Knowledge of Health & Safety within an office setting
- Ability to work in an organised and logical manner with a systematic approach to work
- Ability to prioritise workload and work with minimal supervision and a flexible approach
- Ability to work under pressure in potentially stressful situations. (A/I)
- Courteous and friendly manner in dealing with people and able to respond to needs of people with mental health problems
- Understanding of Confidentiality and Data Protection Act.
- An understanding of Electronic Patient Journey System
- Willingness to learn existing and new computer software packages
- Knowledge and understanding of medical terminology
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
South London and Maudsley NHS Foundation Trust
Address
Hayworth Ward - Ladywell Unit
University Hospital Lewisham , Lewisham High Street
London
SE13 6LW
United Kingdom
Employer's website
https://www.slam.nhs.uk/