Ward Administrator

Job description

Job responsibilities

Administrative:

(a) To provide a professional and confidential administration service, to include preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post.

(b) To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.

(c) 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.

(d) Organise the booking of interpreters and translation of correspondence, where appropriate.

(e) To arrange appointments and meetings as required.

(f) Ability to work in an unpredictable pattern, dealing with frequent interruptions.

(g) Attend meetings and produce minutes.

(h) Make travel arrangements for the team when required.

(i) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.

(k) To add referrals to the Trust patient database within 24 hours of receipt.

(l) Trace patient NHS details via the National Tracing System

(m) Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.

(n) Monitor and update operational data quality information proactively to ensure targets and standards are met.

(o) To contribute to the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.

(p) To participate in service user feedback and PPI.

(q) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

Service Requirements:

(a) To provide cover for colleagues, as required.

(b) Assist teams with the development of patient information.

(c) To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.

(d) Will be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.

(e) May be required to work outside of core hours, in line with service need.

Personal Development:

(a) To participate in development and training identified through the appraisal and supervision process.

(b) To attend and participate in all identified mandatory training.

Other:

(a) To ensure all duties are carried out in line with Trust policy

(b) To carry out other duties appropriate to the grade as required.

(c) To keep up to date with relevant Trust policies and developments within the NHS, eg. Business Continuity Plans, Care Quality Commission etc.

Person Specification

Qualifications

Essential

• ?NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
• ?GCSEs or equivalent qualifications in English Language (A-C grade / grade 4 or above) and Mathematics (A-C / grade 4 or above)

Desirable

• RSA 3 secretarial qualification or equivalent qualification

Experience

Essential

• ?Significant experience in a responsible administrative / secretarial role
• ?Proven experience of office systems and procedures
• ?Experience of minuting meetings
• ?Experience of composing correspondence

Desirable

• Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic

Understanding and Knowledge

Essential

• ?Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
• ?Awareness of Data Protection and Confidentiality
• ?Understanding of Racial Awareness and Diversity
• Health and Safety awareness

Desirable

• ?Microsoft Access
• ?NHS in -house systems and databases

Skills

Essential

• ?Excellent communication skills both verbal and written
• ?Excellent interpersonal skills
• ?Confident telephone manner
• ?Excellent copy and audio typing skills (50wpm or above)
• ?Accurate grammar, spelling and punctuation
• ?Accurate data entry skills
• ?Effective time management skills
• ?Punctual, reliable and flexible

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 (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).

Employer details

Employer name

South London and Maudsley NHS Foundation Trust

Address

Lambeth Hospital (but will be moving to NDBH in Maudsley Hospital)

108 Landor Road

London

SW9 9NT

Employer's website

https://www.slam.nhs.uk/ (Opens in a new tab)