Ward Administrator

Job overview

To provide an integrated and comprehensive administration role supporting the multi-disciplinary team including managers, nursing staff and clinicians within Norman Ward, the acute working age adult ward at Green Parks House. The role will include the organisation of service users' records and database, competent keyboard skills and the ability to learn different software packages.  To liaise with external agencies as required.

Main duties of the job

• To maintain accurate patient records.
• Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, minuting meetings, photocopying, faxing, e-mailing, scanning, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
• Ordering of stationary, clinical supplies and maintaining stock levels.
• Report helpdesk requests for catering, estates etc and making sure requests are completed.
• Help with main reception cover.

Detailed job description and main responsibilities

• Attending weekly MDT meeting, CPA, and other meetings, including taking and inputting notes on RiO
• To maintain accurate and up to date computer records includin admissions and discharges using Trust Clinical Database (RiO).
• Provide day to day administration to the services/teams including diary/whereabouts and meeting management, word processing, writing reports and letters with guidance, minuting meetings, photocopying, faxing, e-mailing, managing incoming and outgoing correspondence, booking appointments, filing and managing all incoming enquiries/calls to the services, preparing for meetings and clinics and sharing information throughout the service.
• Working closely with ward nursing and day service staff, liaising between clinicians, Community Teams and other agencies as required.
• Ordering of stationery, clinical supplies and maintaining stock levels as required on the ward and day services.
• Input of Helpdesk requests for catering, estates, etc. Chasing up and monitoring to ensure requests are followed up.
• Work on own initiative with minimal supervision, with the ability to problem solve and to ask for help when required, manage and prioritise workload and work as part of the administration team. Manage competing priorities and challenges/pressures of working as part of a busy service the work of which may, at times, contain distressing and sensitive information.
• Accurately gather and maintain information, input and update statistical data for activity, performance and reporting purposes using databases/systems as directed. This may include information for research and audit purposes.
• Maintain accurate staff data using the Trust's e-roster system as directed.
• Liaise with team members, other services and stakeholders and partners, service users and carers/families as necessary.