Job overview
Are you an organised, motivated and customer-focused administrator looking for a rewarding role within a busy healthcare environment, if so, we are seeking Administrator‘s to provide high-quality administrative support to our multidisciplinary ward team and help deliver excellent care to our service users.
Working at the heart of the ward, you will play a vital role in ensuring patient information is accurately recorded, administrative systems run smoothly, and staff receive the support they need to provide outstanding care.
About the Role As a Ward Administrator, you will provide a comprehensive administrative and reception service, supporting clinicians, patients, carers and visitors. You will be responsible for maintaining accurate patient records, managing data systems, processing correspondence, coordinating meetings and ensuring the efficient day-to-day running of ward administration
Main duties of the job
Key Responsibilities
- Provide administrative support to a multidisciplinary ward team.
- Maintain accurate patient records using electronic patient record systems (EPRS) Rio/S1
- Support data quality processes and performance reporting.
- Deliver a professional and responsive reception service.
- Process telephone enquiries, emails and correspondence efficiently.
- To support the administration of team meetings and ward rounds, which may include taking minutes, co-ordination of invitations, collating of agendas and relevant paperwork for attendees as required.
Detailed job description and main responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person specification
Experience
Essential
- Administration background
- Data entry experience
- Filing and Reprographic experience (photocopying)
- Confidentiality Data Protection Act A range of secretarial processes / Admin procedures Microsoft Word and excel
- Excellent communication skills – written and verbal.
- Ability to work autonomously within a team and with other disciplines
- Good typing skills Accurate data entry Ability to work under pressure as part of a team or independently Organisational skills Good presentation/ standard of work
Desirable
- Working in a team
- Experience of using databases
- Working in a Mental Health setting.
- Willingness to learn and take on responsibility for other tasks.
- Understanding of mental health issues
- Understanding of psychiatric terminology
- Database and Excel skills
- Microsoft PowerPoint
- Trained in the use of RiO or similar electronic patient record system
Qualifications
Essential
- Basic qualifications at GCSE Level (or equivalent) in English and Maths
- I.T. qualifications in Word, Excel or equivalent experience.
Desirable
- NVQ 2 RSA 2 ECDL
Other Requirements
Essential
- Able to deal with staff, visitors and clients in a courteous and helpful manner
- Ability to work under pressure. Able to exercise discretion and maintain confidentiality at all times.
- A flexible, enthusiastic and mature attitude. Adaptable to change
- Committed to team/service development and able to promote a positive image of the Service
- Enthusiastic and willing to learn, Proactive and Professional presentation
Desirable
- Ability to learn new skills
- Team player
- Methodical approach to tasks
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Applying for this NHS job
This advert is for Ward Administrator with West London NHS Trust in Southall, London, England. It is listed as a Band 3 Administrative and IT role. The advertised salary is £31,554 - £33,270 per annum pro rata inclusive of 20% HCAS. The contract type is Permanent. The application deadline is 07 Aug 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (03 Aug 2026) to decide whether this role fits your current NHS job search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
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