Ward Administrator

Important Sponsorship Information for this post: Due to service budget restrictions we are unable to offer a certificate of sponsorship for this post.

As a key member of the team, the post holder will provide administration support to the Mental Health Unit. The postholder will be based at Millbrook Ward, Woodlands Unit, Queen Mary's Hospital, Sidcup, DA14 6LT
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Providing comprehensive day-to-day administrative support to services and teams, including diary and whereabouts management, meeting coordination, word processing, drafting reports and correspondence with guidance, minuting meetings, photocopying, email communication, and managing incoming and outgoing correspondence. Responsibilities also include booking appointments, maintaining filing systems, handling all incoming enquiries and calls, preparing for meetings and clinics, and ensuring effective information sharing across the service.

Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives.

Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children’s centres, schools and people’s homes.

We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary’s Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London.

We are proud of the care we provide and our people.

To Improve Lives By Providing The Best Possible Care To Our Patients And Their Families.

We’re Kind
We’re Fair
We Listen
We Care

• Attending weekly MDT meeting, CPA, and other meetings, including taking and inputting notes on RiO.
• Acting as the first point of contact to the team, listening, responding and relating to service users and all callers in a skilled manner in person and over the telephone, recognising when to elevate queries and concerns. Maintaining confidentiality and discretion at all times.
• Reviewing and monitoring reports and highlighting areas of concern to the Ward Manager and clinical team (e.g., E‑Meds, Clinically Ready for Discharge, and Section 132 forms).
• Attending weekly business meeting, including taking of minutes for the team as required.
• Ordering stationery, equipment and supplies for the team and booking team training as required, liaising with the relevant suppliers using the Trust systems.
• Liaising with team members, other services and stakeholders and partners, service users and carers/families as necessary.
• Inputting Helpdesk requests for catering, estates, etc. chasing up and monitoring to ensure requests are followed up.
• Providing 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, emailing, 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.
• Maintaining accurate and up‑to‑date computer records including admissions and discharges using Trust Clinical Database (RiO).
• Assisting with induction of new staff.

Thank you for your interest.