Ward Administrator

7 months ago

Southall, United Kingdom West London NHS Trust Full time

We currently have 1 full-time (permanent) vacancy for Band 3 Ward Administrator in Men’s Low Secure Services within West London Forensic Services.

The successful applicant will be required to work standard office hours - 9.00 am until 5.00 pm (although there is some flexibility, if required).

The post holder will be responsible for providing administrative support to the ward manager and the ward’s clinical team and would work closely with the medical secretaries to ensure the team receive comprehensive, high quality support.

Tasks will include attendance and taking minutes of the Clinical Improvement Groups, and taking action as appropriate, reporting any ward defects to the Estates Department via the log book, ensuring all notice boards and ward information is maintained in good order, ordering provisions, collecting and submitting data as required, and any other administrative duties required by the team.

West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.

Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.

We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.

We’re rated good overall by the Care Quality Commission (CQC).

Together, we’re committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.

We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.

The West London Forensic Service provides a comprehensive multi-disciplinary assessment, treatment and rehabilitation service for mentally disordered offenders, as well as those with challenging behaviour and specialist rehabilitation needs for men and women.

To ensure case notes are maintained in good order throughout an inpatient episode and to also ensure case notes are in good order prior to transfer to another ward or service and to be the first point of contact for Multi-Disciplinary teams to access file notes.

To support the Ward Manager to ensure the effective management of Policies and Procedures in the clinical area.

To provide administrative support to the Ward Manager and nursing team(s) and also deal with enquiries from service users within professional boundaries.

To deal with enquiries from patients on a daily basis including financial accounts, orders place and Care Programme Approach (CPA) related information.

To work with medical secretary and nursing staff to coordinate all administration aspects of patients Care Programme Approach (CPA) including liaising with patients as necessary regarding invites to their Care Programme Approach and with staff members regarding their reports.

To set up and maintain staff and ward files (physical and electronic) on the ward as appropriate.

To compose letters and ward notices, and to undertake photocopying as required.

To order all ward supplies via electronic system, and non-stock requisitions as appropriate, and maintain levels.

To book in expected visitors to the ward as appropriate liaising with reception staff if necessary.

To arrange and attend the wards Staff Meetings, Clinical Improvement Group Meetings, Care Pathway Approach Meetings, Patient Community Meetings plus any other as required, and to take minutes as appropriate.

To assist the Ward Manager in key elements of administration that may include one or more of the following: data collection for monthly performance returns; verifying facts for audit purposes; organising ward away days; attending and minuting investigations conducted by Ward Manager in respect of complaints/disciplinaries.

To assist the Ward Manager with setting up and maintaining administrative systems on the ward as appropriate, including personal staff files

To deal with telephone and other general enquires to the ward.

To ensure stocks of regularly used forms are maintained on the ward and are accessible by the Clinical Team (to include hard copies of RiO forms to be used in the event that the electronic systems are not accessible)

Any other duties relevant to the nature and grading of the post.

To update centrally recorded data for Community Meetings, Care Programme Approach meetings, Clinical Improvement Group Meetings and KPI information for the Performance Team.

To ensure all ward notice boards are maintained in good order.

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