Band 3 Ward Administrator - Long Fox Unit, Weston Super Mare

Job description

Job responsibilities

Liaise with a wide range of stakeholders, both internal to the organisation and external, including: Medical Staff Multidisciplinary Teams (Community or Inpatient) Services Users and Carers Health and Social Care teams Third sector/voluntary agencies Community groups and local authority provision Other statutory agencies e.g. Police, Ministry of Justice etc.

Greeting visitors to the Ward, being the first point of contact for enquiries including telephone calls, family enquiries etc.

Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.

Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.

Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.

The provision of and updating of patient notes, collation of information for transfer of care etc.

Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.

Facilitating and minute taking of the Ward Team meeting.

To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.

To deal with deliveries to the ward, internal and external mail including the mail of service users.

To manage both telephone and face to face contacts with distressed service users in a supportive and empathetic manner.

Working within an inpatient environment could mean regular exposure to distressed patients and escalating behaviours.

Exercise judgement when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc. Escalating issues to the Clinical Services Lead Administrator as appropriate.

Arrange meetings and appointments for members of the team including the scheduling of Consultant Clinic Appointments, Tribunals, Room Bookings, Other bookings as required.

Arranging patient transport bookings.

Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the Rio system.

The post holder will order stationery and other necessary items for the team via the procurement.

The processing of patient monies in a safe and secure manner including spending money and ward petty cash.

May be responsible for petty cash float/handling.

Produce confidential correspondence and reports on a frequent basis.

Supporting the Ward Manager with the Administration of meeting, RCAs, investigations etc.

Maintain efficient and effective electronic filing system/, Internet, Intranet, patient records to access and extract information as needed.

Take and distribute formal minutes as necessary.

Clerical duties including photocopying and scanning.

Undertake surveys or audits as necessary to own work.

May be asked to contribute to audit and research projects within the service to inform service development and standards

Provide cover for colleagues when and where necessary.

Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.

Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.

Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.

Person Specification

Education & Qualification

Essential

• NVQ3/QCF in administration or equivalent level of knowledge and experience

Experience & Knowledge

Essential

• experience of working in an NHS/ health and social care setting

Skills

Essential

• Ability to work without direct supervision
• Excellent communication skills, both verbal and written

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.

Employer details

Employer name

Avon & Wiltshire Mental Health Partnership NHS Trust

Address

Long Fox Unit

Grange Road, Uphill

Weston-Super-Mare

BS23 4TS

Employer's website

http://www.awp.nhs.uk/about-us/working-for-us/ (Opens in a new tab)