Job summary
We currently have 1 full-time (permanent) vacancy for Band 3 Ward Administrator in Men's Low Secure Services within West London Forensic Services.
We invite applicants to apply for this interesting and varied roles. The successful applicant will work across two wards within the West London Forensic Service in order to provide a wide range of administrative support to the ward managers, the ward's clinical team and service users.
The successful applicant will be required to work standard office hours - 9.00 am until 5.00 pm (although there is some flexibility, if required).
We are seeking a confident, organised, proactive and approachable person for the role. The ideal candidate will already have experience of working within an administrative role. We are looking for people with excellent communication skills and a working knowledge of Microsoft word and Excel. Additional training will be offered as required.
Main duties of the job
The post holder will be responsible for providing administrative support to the ward manager and the ward's clinical team and would work closely with the medical secretaries to ensure the team receive comprehensive, high quality support.
Tasks will include attendance and taking minutes of the Clinical Improvement Groups, and taking action as appropriate, reporting any ward defects to the Estates Department via the log book, ensuring all notice boards and ward information is maintained in good order, ordering provisions, collecting and submitting data as required, and any other administrative duties required by the team.
About us
West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.
Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.
We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.
We'rerated good overall by the Care Quality Commission (CQC).
Together, we're committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.
We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.
The West London Forensic Service provides a comprehensive multi-disciplinary assessment, treatment and rehabilitation service for mentally disordered offenders, as well as those with challenging behaviour and specialist rehabilitation needs for men and women.
Job description
Job responsibilities
To ensure case notes are maintained in good order throughout an inpatient episode and to also ensure case notes are in good order prior to transfer to another ward or service and to be the first point of contact for Multi-Disciplinary teams to access file notes.
To support the Ward Manager to ensure the effective management of Policies and Procedures in the clinical area.
To provide administrative support to the Ward Manager and nursing team(s) and also deal with enquiries from service users within professional boundaries.
To deal with enquiries from patients on a daily basis including financial accounts, orders place and Care Programme Approach (CPA) related information.
To work with medical secretary and nursing staff to coordinate all administration aspects of patients Care Programme Approach (CPA) including liaising with patients as necessary regarding invites to their Care Programme Approach and with staff members regarding their reports.
To collate and record data, electronically or manually, as required by Senior Management using various software packages which could include Harlequin; RiO; Supply Chain; HealthRoster; training systems; CCTV recorder and to assist members of the ward staff on accessing IT applications where necessary.
To set up and maintain staff and ward files (physical and electronic) on the ward as appropriate.
To compose letters and ward notices, and to undertake photocopying as required.
To order all ward supplies via electronic system, and non-stock requisitions as appropriate, and maintain levels.
To book in expected visitors to the ward as appropriate liaising with reception staff if necessary.
To arrange and attend the wards Staff Meetings, Clinical Improvement Group Meetings, Care Pathway Approach Meetings, Patient Community Meetings plus any other as required, and to take minutes as appropriate.
To assist the Ward Manager in key elements of administration that may include one or more of the following: data collection for monthly performance returns; verifying facts for audit purposes; organising ward away days; attending and minuting investigations conducted by Ward Manager in respect of complaints/disciplinaries.
To assist the Ward Manager with setting up and maintaining administrative systems on the ward as appropriate, including personal staff files
To deal with telephone and other general enquires to the ward.
To ensure stocks of regularly used forms are maintained on the ward and are accessible by the Clinical Team (to include hard copies of RiO forms to be used in the event that the electronic systems are not accessible)
Any other duties relevant to the nature and grading of the post.
To update centrally recorded data for Community Meetings, Care Programme Approach meetings, Clinical Improvement Group Meetings and KPI information for the Performance Team.
To ensure all ward notice boards are maintained in good order.
Job description
Job responsibilities
To ensure case notes are maintained in good order throughout an inpatient episode and to also ensure case notes are in good order prior to transfer to another ward or service and to be the first point of contact for Multi-Disciplinary teams to access file notes.
To support the Ward Manager to ensure the effective management of Policies and Procedures in the clinical area.
To provide administrative support to the Ward Manager and nursing team(s) and also deal with enquiries from service users within professional boundaries.
To deal with enquiries from patients on a daily basis including financial accounts, orders place and Care Programme Approach (CPA) related information.
To work with medical secretary and nursing staff to coordinate all administration aspects of patients Care Programme Approach (CPA) including liaising with patients as necessary regarding invites to their Care Programme Approach and with staff members regarding their reports.
To collate and record data, electronically or manually, as required by Senior Management using various software packages which could include Harlequin; RiO; Supply Chain; HealthRoster; training systems; CCTV recorder and to assist members of the ward staff on accessing IT applications where necessary.
To set up and maintain staff and ward files (physical and electronic) on the ward as appropriate.
To compose letters and ward notices, and to undertake photocopying as required.
To order all ward supplies via electronic system, and non-stock requisitions as appropriate, and maintain levels.
To book in expected visitors to the ward as appropriate liaising with reception staff if necessary.
To arrange and attend the wards Staff Meetings, Clinical Improvement Group Meetings, Care Pathway Approach Meetings, Patient Community Meetings plus any other as required, and to take minutes as appropriate.
To assist the Ward Manager in key elements of administration that may include one or more of the following: data collection for monthly performance returns; verifying facts for audit purposes; organising ward away days; attending and minuting investigations conducted by Ward Manager in respect of complaints/disciplinaries.
To assist the Ward Manager with setting up and maintaining administrative systems on the ward as appropriate, including personal staff files
To deal with telephone and other general enquires to the ward.
To ensure stocks of regularly used forms are maintained on the ward and are accessible by the Clinical Team (to include hard copies of RiO forms to be used in the event that the electronic systems are not accessible)
Any other duties relevant to the nature and grading of the post.
To update centrally recorded data for Community Meetings, Care Programme Approach meetings, Clinical Improvement Group Meetings and KPI information for the Performance Team.
To ensure all ward notice boards are maintained in good order.
Person Specification
Qualifications
Essential
- Good standard of general education to at least GCSE or equivalent in English and Maths
Desirable
- RSA, NVQ or other equivalent clerical qualification.
Experience
Essential
- Administrative experience.
- Experience of using Microsoft Word and Excel
Desirable
- Previous experience within an NHS or Secure setting
- Experience in dealing with mentally ill patients.
Knowledge
Essential
- Basic knowledge of the Data Protection Act
- Basic knowledge of the Freedom of Information Act
- Effective Time Management techniques
Desirable
- Understanding of mental health issues.
Skills
Essential
- Proficient in the use of Microsoft software.
- Accurate data entry
- Copy typing
- Experience of organising meetings and taking minutes.
- Ability to introduce and maintain efficient office systems.
- Excellent organisational skills
- Excellent communication skills
- Ability to work within a multidisciplinary Team.
- Ability to prioritise workload.
- Ability to work autonomously using own initiative.
Desirable
- Audio typing skills
- Shorthand / speedwriting
Other Requirements
Essential
- Able to exercise discretion and maintain confidentiality at all times.
- Able to deal with staff and clients in a courteous and helpful manner both in person and on the telephone.
- Ability to work within professional boundaries.
- Understanding of the needs of people using mental health services.
- Ability to work under pressure.
- Flexible.
- Enthusiastic.
- Proactive.
Person Specification
Qualifications
Essential
- Good standard of general education to at least GCSE or equivalent in English and Maths
Desirable
- RSA, NVQ or other equivalent clerical qualification.
Experience
Essential
- Administrative experience.
- Experience of using Microsoft Word and Excel
Desirable
- Previous experience within an NHS or Secure setting
- Experience in dealing with mentally ill patients.
Knowledge
Essential
- Basic knowledge of the Data Protection Act
- Basic knowledge of the Freedom of Information Act
- Effective Time Management techniques
Desirable
- Understanding of mental health issues.
Skills
Essential
- Proficient in the use of Microsoft software.
- Accurate data entry
- Copy typing
- Experience of organising meetings and taking minutes.
- Ability to introduce and maintain efficient office systems.
- Excellent organisational skills
- Excellent communication skills
- Ability to work within a multidisciplinary Team.
- Ability to prioritise workload.
- Ability to work autonomously using own initiative.
Desirable
- Audio typing skills
- Shorthand / speedwriting
Other Requirements
Essential
- Able to exercise discretion and maintain confidentiality at all times.
- Able to deal with staff and clients in a courteous and helpful manner both in person and on the telephone.
- Ability to work within professional boundaries.
- Understanding of the needs of people using mental health services.
- Ability to work under pressure.
- Flexible.
- Enthusiastic.
- Proactive.
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.
