Ward Administrator​/Receptionist - Amber Ward

Ward Administrator/Receptionist - Amber Ward

We are looking for a passionate Ward Administrator to join our multi‑disciplinary team on Amber Ward, an older adults mixed sex ward providing 20 single en‑suite bedrooms. Amber Ward is situated at the Whiteleaf Centre in Aylesbury Buckinghamshire.

You must have excellent communication skills, be reliable, punctual and work well in a team, whilst being adaptable to changing situations. You will need to be able to work calmly and efficiently within a busy and intensive environment dealing with unpredictable situations whilst remaining focused on providing a person‑centred and recovery approach to care and treatment.

We recognise that our team members are our greatest asset and are keen that you feel supported and encouraged to fulfil your potential. We offer excellent learning and development opportunities and there are several routes to progression and advancement within the organisation.

We are recruiting for a Ward Administrator that will manage and provide secretarial and administrative support. A strong sense of teamwork and commitment to maintaining high standards is essential to this position. The role will suit someone who enjoys working in a busy office where they would be able to work as a team as well as under their own initiative.

You will need to be able to communicate clearly and effectively at all levels, provide excellent customer service, and deal with administrative tasks in a timely and effective manner.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our services are delivered at community bases, hospitals, clinics and people’s homes, delivering care as close to home as possible. Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"

Our values are: "Caring, safe and excellent"

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

• Excellent opportunities for career progression
• Individual and Trust wide learning and development
• 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
• NHS Discount
• Lease car scheme
• Employee Assistance Programme
• Mental Health First Aiders
• Staff accommodation (waiting lists may apply)
• Staff networking and support groups

This role will provide a comprehensive clerical and administrative service to the ward team.

DUTIES AND RESPONSIBILITIES will include:

• Typing of letters, reports etc., as required.
• Answering the telephone, taking messages and helping with enquiries.
• Contacting patients relatives.
• Checking emails daily and printing off as necessary.
• Checking that stationery supplies are adequately stocked and ordering, when necessary, via the computer ordering system.
• Assisting housekeeping and nursing staff with ordering supplies via e‑procurement as required.
• Completing menu orders.
• Requesting and sending patients notes and discharge summaries as required.
• Booking taxis, ambulances and hospital transport for patients.
• Taking specimens to Reception, checking collection.
• Contacting the Estates Department to carry out repairs, checking work has been undertaken to satisfaction.
• Keeping notice boards tidy and up to date and adding anything of interest or importance to staff.
• Keeping ward office organised and tidy.
• General scanning/uploading to electronic health records including patient blood results, correspondence, discharge summaries, leave forms, prescription charts etc.
• Sorting mail twice daily and distributing them accordingly.
• Contacting patient finance/welfare office regarding paying in and withdrawal of patients money.
• Recording incidents on Safeguard as required.
• Checking invoices and receipting orders on e‑procurement system.

• Good written and verbal Skills
• Good organisational skills
• Knowledge of Microsoft Office Packages

• Ability to work within a team
• Good numeracy and literacy skills
• Medical Secretary/NHS experience

• Word processing experience
• Ability to prioritise own workload
• Working knowledge of the internet

• Understanding of the Data Protection Act

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 to check for any previous criminal convictions.