Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Ward Administrator

This job is now closed

Job summary

We are dedicated to providing high-quality mental health care. Are you?

Melbury Lodge in Winchester is seeking a full-time Ward Administrator for Rosemary Ward, Monday to Friday, 7.5 hours per day. In this role, you'll support the team, service users, and carers by handling tasks such as booking patient transport, maintaining patient records, managing enquiries via email, phone, or in-person, and reporting ward maintenance issues. You'll also assist with managing ward keys, overseeing team rosters, and manning the ward telephone.

Join our supportive team and enjoy regular supervision, annual appraisals, and opportunities for professional growth. If you're committed, organized, and eager to make a difference, we'd love to meet you!

Main duties of the job

Create and maintain the Ward Team's Roster.

Ensure that patient paperwork is filed in accordance to the Trust's and local policies.

Lead on key tracking for the ward (agency key sets).

Be in charge of placing orders for the ward.

Ensure that all maintenance issues are reported to the Estates Team.

Assist Admin Team in the process of Access to Records requests.

Undertake general office duties as required: filling, photocopying, printing, collating and distributing information, ensuring the office is always kept tidy- replenishing stationery, wiping down desks, tidying up folders.

Oversee answering the ward's telephone, taking messages, and ensuring they are forwarded in a timely manner.

Assist patients with the purchase of e-burns and maintain a trail of proof of sale.

Assist the nursing staff in entering patient's information on RiO, uploading clinical documents.

Liaise with Reception Team to ensure efficient room booking. Lead on Family Room booking for the ward visits.

Schedule and track patient transport for scans, treatments, or transfers to other units as per the Trust's policy and NIC instructions.

Ensure that patient property is stored in accordance to the Trust's policy.

Serve as a point of contact for other wards/ hospitals, ensuring smooth communication and flow of information.

Complete meeting minutes as required.

Build positive working relationships with all members of the team.

Demonstrate reliability and flexibility to meet the ward's dynamic needs.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services. We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.

With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do. Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients. By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.

Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust. This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.

Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight. We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.

Date posted

13 January 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year Based on full time hours

Contract

Permanent

Working pattern

Full-time

Reference number

348-AC-6807

Job locations

Melbury Lodge

Royal Hampshire County Hospital, Romsey Road

Winchester

Hampshire

SO22 5DG

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached. It is important to us that we ensure our recruitment processes are accessible and inclusive to everyone - if as a potential candidate you are concerned a person specification may prevent or restrict your application for employment as a result of unintentional barriers on the grounds of your sex, race, age, sexual orientation, religion/belief or disability please initially contact the Trust's Recruitment team - detailed in the advert. The Trust will seek to resolve this issue wherever possible.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Job description

Job responsibilities

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

GCSE/O Level education including English grade C or above.
Excellent standard of written and spoken English.
Competence in using a number of software packages, especially Microsoft Office.
Understanding of a commitment to confidentiality.
Customer focused.

Desirable

IT qualifications.
Any level of study of Health and Social Care related subjects.
Knowledge of the RiO IT System.
Knowledge of the Health Roster system.
Knowledge of SBS and Oracle procurement system.
Car driver with own vehicle.

Experience

Essential

Experience of working within a team.
Experience of dealing with public.

Desirable

Experience of working within a Health or other public service setting, particularly mental health.

Additional Criteria

Essential

Organised and flexible.
Excellent telephone manner.
Tidy approach to work.
Calm under pressure.
Proven track record in prioritising workload.
Flexible and adaptable to meet the changing needs of the service.
Polite and helpful manner.
Attention to detail.

Person Specification

Qualifications

Essential

GCSE/O Level education including English grade C or above.
Excellent standard of written and spoken English.
Competence in using a number of software packages, especially Microsoft Office.
Understanding of a commitment to confidentiality.
Customer focused.

Desirable

IT qualifications.
Any level of study of Health and Social Care related subjects.
Knowledge of the RiO IT System.
Knowledge of the Health Roster system.
Knowledge of SBS and Oracle procurement system.
Car driver with own vehicle.

Experience

Essential

Experience of working within a team.
Experience of dealing with public.

Desirable

Experience of working within a Health or other public service setting, particularly mental health.

Additional Criteria

Essential

Organised and flexible.
Excellent telephone manner.
Tidy approach to work.
Calm under pressure.
Proven track record in prioritising workload.
Flexible and adaptable to meet the changing needs of the service.
Polite and helpful manner.
Attention to detail.

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

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Melbury Lodge

Royal Hampshire County Hospital, Romsey Road

Winchester

Hampshire

SO22 5DG

Employer's website

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

Employer details

Employer name

Hampshire and Isle of Wight Healthcare NHS Foundation Trust

Address

Melbury Lodge

Royal Hampshire County Hospital, Romsey Road

Winchester

Hampshire

SO22 5DG

Employer's website

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