Ward Administrator

7 months ago

Haywards Heath, United Kingdom Sussex Partnership NHS FoundationTrust Full time

To provide a comprehensive range of administrative services to the ward team.

To liaise with other departments and services and to respond effectively to enquiries from the general public, service users, referrers and other agencies.

To consistently deliver a client focussed service, which promotes good customer service and effective working relationships.

The Ward Administrator will be responsible for ensuring the effectiveness of the office environment for the team and be responsible for the safe keeping and maintenance of patient files accordingly to Trust policy and procedure.

The Ward Administrator will provide a full administrative service, having daily liaison with a wide range of staff at all levels and regular contact with people who use services and their carers, who may at times be distressed or angry. The Ward Administrator will be responsible for ensuring the effectiveness of the office environment for the team.

To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately completed within a set timeframe.

To be responsible for the clinical information systems on the ward.

To be responsible for creating, retrieving and filing notes, including archiving, tracer systems, regarding the removal and use of case notes.

Ensure that Mental Health Act papers are up to date with sufficient forms.

To be responsible for maintaining comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.

To establish and maintain office systems, including bring forward system for the department.

Obtain patients previous histories, sending copies to other units, when required.

To input patient details onto the CIS system, as appropriate, to include open referrals and discharges.

To maintain records of sickness/absence/leave/training for the team, organise and facilitate relevant meetings, preparing the agenda and taking minutes of the meeting.

You will be based within the ward office in the heart of the hospital, working with friendly and supportive colleagues and receiving regular Supervision.

You will benefit from free onsite parking, generous pension and holiday entitlement and free Employee Assistance Programme.

Ward Administration
To provide comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately completed within a set timeframe.
To be responsible for the clinical information systems on the ward, particularly in respect of case records, ensuring that they are kept up to date and accurate, in accordance with Trust policy and procedure.
Make up new files as required, update labelling and information sheets as necessary and file all case notes in a logical and clear filing system.
Ensure that all information is handled in a confidential manner

Responsibility for the safe custody of case notes for inpatients to ensue that files are kept in good order and properly tracked. To file all papers in case notes, to prepare new case notes when required.
To be responsible for creating, retrieving and filing notes, including archiving, tracer systems, regarding the removal and use of case notes.
Ensure that Mental Health Act papers are up to date with sufficient forms, ensuring that Section 17 papers are correctly completed and that all copies are filed in patients case notes.
To be responsible for maintaining comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.
To establish and maintain office systems, including bring forward system for the department.
Obtain patients previous histories, sending copies to other units, when required.
To input patient details onto the CIS system, as appropriate, to include open referrals and discharges.
To obtain and input patient discharge details onto the CIS system.
Ensure that relevant discharge information is sent to the patients GP within the specified time frame and records are maintained of this practice.
To carry out regular audits of patient files to ensure that they are maintained in accordance with Trust policy.
To organise transport, interpreters and other services for service users as and when necessary.
To take patients monies and property to general office or night safe for safe custody as per Operational policy.
To provide reception services for the ward, using the door security system, as appropriate, receiving visitors on behalf of the ward, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.
To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
To act as contact point for

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