Address
Form of work
SalaryTo provide a comprehensive range of administrative services to the ward team.
To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.
To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.
The Ward Administrator will be responsible for ensuring the effectiveness of the office environment for the team and be responsible for the safe keeping and maintenance of patient files accordingly to Trust policy and procedure.
Main duties of the job
The Ward Administrator will provide a full administrative service, having daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Ward Administrator will be responsible for ensuring the effectiveness of the office environment for the team.
To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately completed within a set timeframe.
To be responsible for the clinical information systems on the ward.
To be responsible for creating, retrieving and filing notes, including archiving, tracer systems, regarding the removal and use of case notes.
Ensure that Mental Health Act papers are up to date with sufficient forms.
To be responsible for maintaining comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.
To establish and maintain office systems, including bring forward system for the department.
Obtain patients previous histories, sending copies to other units, when required.
To input patient details onto the CIS system, as appropriate, to include open referrals and discharges.
To maintain records of sickness/absence/leave/training for the team, organise and facilitate relevant meetings, preparing the agenda and taking minutes of the meeting.
Working for our organisation
You will be based within the ward office in the heart of the hospital, working with friendly and supportive colleagues and receiving regular Supervision.
You will benefit from free onsite parking, generous pension and holiday entitlement and free Employee Assistance Programme.
Detailed job description and main responsibilities
Ward Administration
To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately completed within a set timeframe.
To be responsible for the clinical information systems on the ward, particularly in respect of case records, ensuring that they are kept up to date and accurate, in accordance with Trust policy and procedure.
Make up new files as required, update labelling and information sheets as necessary and file all case notes in a logical and clear filing system.
Ensure that all information is handled in a confidential manner
Responsibility for the safe custody of case notes for inpatients to ensue that files are kept in good order and properly tracked. To file all papers in case notes, to prepare new case notes when required.
To be responsible for creating, retrieving and filing notes, including archiving, tracer systems, regarding the removal and use of case notes.
Ensure that Mental Health Act papers are up to date with sufficient forms, ensuring that Section 17 papers are correctly completed and that all copies are filed in patients case notes.
To be responsible for maintaining comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.
To establish and maintain office systems, including bring forward system for the department.
Obtain patients previous histories, sending copies to other units, when required.
To input patient details onto the CIS system, as appropriate, to include open referrals and discharges.
To obtain and input patient discharge details onto the CIS system.
Ensure that relevant discharge information is sent to the patients GP within the specified time frame and records are maintained of this practice.
To carry out regular audits of patient files to ensure that they are maintained in accordance with Trust policy.
To organise transport, interpreters and other services for service users as and when necessary.
To take patients monies and property to general office or night safe for safe custody as per Operational policy.
To provide reception services for the ward, using the door security system, as appropriate, receiving visitors on behalf of the ward, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
To act as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
To ensure up to date information for staff and patients is displayed on the ward, on a daily basis.
To liaise with external agencies.
Liaise with other directorates and staff at all levels, both internally and externally.
To be responsible for managing the diaries of the team and prioritising competing needs
To be responsible for preparation of non routine papers.
To open and process incoming and outgoing mail for the team.
To prepare presentation materials.
To undertake photocopying, faxing and the post as required.
To ensure forms, including the Mental Health Act 1983 statutory forms are available.
To ensure that the nursing office is kept up to date and organised with information for the ward at all times.
To assist in room allocation and re-ordering stationery.
To ensure compliance with departmental policies and procedures with regard to the security of the building.
To assist in the induction and training of new staff.
To provide cover for other ward administrative staff
To participate in the Trust's supervision and appraisal system.
To carry out any other duties as requested.
To be aware of and able to use de-escalation techniques and physical breakaway
Person specification
Qualifications
Essential criteria
- NVQ 3 or equivalent qualifications
- Good standard of secondary education; GCSE at Grade C or above or equivalent
Knowledge/Experience
Essential criteria
- Proven experience of a range of administrative procedures
- Experience of producing documents to a high standard of presentation with good accuracy
- Experience of developing, managing and maintaining office information systems
- Experience of working as part of a team
Sussex Partnership NHS FT is committed to supporting a diverse workforce that reflects our communities. Our workforce is currently under-represented from Black and Minority, Ethnic and disabled communities and we would welcome applications from these communities.
We regret that we are unable to advise candidates if they have not been shortlisted. If you have not heard from us within three weeks of the closing date please assume that you have been unsuccessful on this occasion.
In the event of an excessive number of applicants the Trust reserves the right to close this vacancy earlier than indicated.
Sussex Partnership NHS Foundation Trust takes its responsibilities for the safeguarding and protection of children and young people and vulnerable adults very seriously and expects this of all its employees and bank workers. The Trust works with adult and children's social care to ensure that the integrated service has systems in place to equip staff and bank workers with the knowledge and skills to recognize abuse, and take action to safeguard and protect vulnerable adults and children and young people. It is expected that all staff and bank workers familiarise themselves with the appropriate structures and policies and with the Sussex child protection and safeguarding procedures and the Sussex multi-agency policy and procedures for safeguarding vulnerable adults and undertake the relevant essential training and further training appropriate to their role.
Successful candidates are normally offered salaries at the bottom of the relevant salary range. However, where previous or equivalent NHS experience in a similar role can be demonstrated and evidenced, this may be taken into consideration when setting the starting salary.
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
