Ward Administrator

Job overview

We have an exciting opportunity for a ward Administrator to support the Brain Injury Rehabilitation Unit. The successful candidate will have good organisation and people skills, be computer literate and have the ability to work with limited supervision.

The post holder will provide a comprehensive and high-quality administrative support service and will be expected to deliver excellent customer care.

You will also have the ability to support with call handling whilst being empathetic and understanding to service users.

Main duties of the job

The purpose of this post is to provide a timely, accurate and comprehensive range of administration, clerical, and cashier duties to support inpatient areas across the Division. The post holder will be a key member of the ward based and administrative teams.

You will be required to maintain confidentiality in relation to patient and staff information and work flexibly to meet the needs of the service and to support ward and service processes.

The postholder will work with a high level of accuracy, a commitment to team working and continuous improvement to bring about positive service outcomes.  You will have good written and verbal communication skills and demonstrable organisational and time management ability.

Detailed job description and main responsibilities

Produce typed letters/reports for the ward on various issues relevant to the Service and distribute to others via IT systems, internal mail and the e-mail system, as appropriate.

In line with Service requirements, prepare agenda and papers for various meetings; attend, take and transcribe the minutes and distribute in accordance with agreed timescales.

Coordinate all ward round documentation across all disciplines, including maintenance of the membership lists via the relevant Clinical Information and e-mail systems.

In line with Service requirements, produce typed documentation to support key workers. Distribute relevant documents to members of the clinical team.

Ensure an adequate process for disposing of confidential clinical information/ documents.

Responsibility of reporting, co-ordinating and tracking of maintenance requests.

Maintain recording systems to support the monitoring of annual leave, sickness, and training of ward staff via the online roster system.

In line with Service requirements, maintain manual and electronic patient and ward records.

Maintain stationery and provisions stocks and order any other items required for the ward.

Carry out general office duties, e.g., answer routine telephone enquiries, take/ deal with messages, book appointments when required, photocopying.

Carry out Cashier duties as per training provided and in accordance with Trust Standing Financial Instructions.

Escort professional visitors within the sites, as required.

Liaise with clinical and other administration staff providing information as required.

Book interpreters via the appropriate booking system for service users as required.

In accordance with Trust Information Governance and Caldicott guidance, receive and impart information of a serious criminal nature to others who have a professional right to know.

Provide cover for colleagues as requested by the Administration Manager, including reception duties.

Contribute to general development initiatives and project work in line with Service requirements.

Ensure that work is conducted in accordance with Trust policies and procedures and contribute to their development.

Arrange appointments for professional visitors as and when required, coordinating all aspects of the visit, and liaising with security.

Participate in the local induction process for new staff.