Ward Administrators

6 months ago

London, United Kingdom Central and North West London NHS Foundation Trust Full time

An exciting opportunity has arisen for 2 exceptional administrators to join our Brent Borough to provide an efficient and effective administrative service to our acute wards - Caspian and Aspen at our Park Royal site. This includes handling documents of a confidential nature and performing a variety of administration duties as defined in the principal responsibilities of the post.

The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using high levels of discretion and judgement.

The post will be supervised and the post holder will liaise closely with other administration staff on a day-to-day basis as well as liaising with a number of key staff within Park Royal Centre for Mental Health, Ward Managers, Multi-Disciplinary Team within, other Senior Consultants within the Service, as well as other departments as necessary.
- Prepare and distribute documents by copy or audio typing (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings.
- Deal with telephone calls, post and direct contacts with clients and internal and external agencies, referring complex matters to relevant senior members of staff and taking messages.
- Photocopying and scanning of notes, uploading notes electronically on patient system.
- Assist in organising meetings
- Ensure patient’s consent has been given when releasing confidential information to others.
- Deal with outgoing and incoming correspondence, ensuring incoming mail is distributed as quickly as possible. Ensure that all actions, dates of meetings, and other relevant information are processed as appropriate. Ensure that all referrals addressed to psychiatrists are processed via the team’s single point of entry system.
- Process enquiries from service users within professional boundaries.
- Maintain filing system and record the movement of clients’ case notes according to Trust policies and procedures
- Assist with the input and retrieval of client details and clinical information
- Assist with the administration of clinical and professional meetings
- Ensure all relevant paperwork is filed correctly in client files
- Support the ward team by introducing systems to affect good office practice

Central and North West London NHS Foundation Trust is committed to involve staff at all levels in the development of the organisation.

Your Continuing Personal and Professional Development will be encouraged and supported.

Managers should ensure that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.

All managers should engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.

The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

**Secretarial**:

- To prepare and distribute documents by copy or audio typing using Microsoft office software (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings etc) and forward to the appropriate agency ensuring that all policies and procedures are adhered to.
- To deal with telephone calls, post and direct contacts with clients and internal and external agencies in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
- To support in organising meetings for the ward.
- To ensure patient’s consent has been given when releasing confidential information to others.
- Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible. To ensure that all actions, dates of meetings, and other relevant information are processed as appropriate. To ensure that all referrals addressed to Psychiatrists are processed via the team’s single point of entry system.
- To process enquiries from service users within professional boundaries.
- To maintain a filing system and to record the movement of clients’ case notes according to Trust policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
- To ensure that all relevant paperwork is filed correctly in client files.
- To liaise with wards, outpatient clinics, administrators from other sectors across the Trust and external agencies as required.
- Support the ward team by introducing systems to affect good office practice.
- Provide limited cover in the instance of annual or

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