Ward Administrator

Important Sponsorship Information for this post:
We are currently unable to offer a certificate of sponsorship for this post.

To provide an integrated and comprehensive administration and secretarial role supporting the multi-disciplinary team including ward manager, nursing staff and clinicians. 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.

Providing comprehensive day-to-day administrative support to the team, 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.

Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:

• We're Kind
• 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, listen, respond and relate to service users and all callers in a skilled manner in person and over the telephone, recognising when to escalate queries and concerns. At all times maintain confidentiality and discretion
• Reviewing and monitoring reports and highlighting areas of concern to theWard Manager and clinical team i.e. E-Meds, Clinically Ready for Discharge and Section 132 forms etc
• 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 of 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, 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
• Maintaining accurate and up to date computer records including admissions and discharges using Trust Clinical Database (RiO)
• Assisting with induction of new staff

• Administrative experience within the NHS
• Administrative experience in a healthcare setting

• Must be computer literate with a working knowledge of Microsoft Word, Excel and Power Point
• Maintain and implement efficient administration and filing/record systems
• Take and transcribe accurate formal minutes
• Ability to deal with non-routine administrative queries and escalate issues appropriately

• Ability to communicate professionally and clearly with both clients, their carers & colleagues
• Ability to prioritise effectively with minimal support and communicate any issues as required
• Communicates in a way that supports positive working relationships and team collaboration

• Occasionally will have to deal with distressing situations. Able to accept constructive criticism and remain self-aware
• Ability…