Ward Administrator

Job description

Job responsibilities

To provide a professional and confidential administration service, to include typing; preparing correspondences; proof reading documents; photocopying; filing; scanning; dealing with post; emails and having access to team members outlook calendars, attending meetings and producing minutes. Organising meetings and distribution of minutes, agenda and any other related materials. 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. To contribute to the compliance of Health and Safety requirements as requested by management.

Person Specification

Qualifications

Essential

• 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

Essential

• Significant administration experience, including initiating and maintaining systems.
• 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

Desirable

• Experience of working within a mental health setting.

Knowledge

Essential

• 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
• Thorough and close attention to detail
• Ability to work under pressure and on own initiative
• 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.

Desirable

• 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 (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

Maudsley Hospital

Denmark Hill

London

SE5 8AZ

Employer's website

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