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Ward Administration Officer
2 months ago
Job Overview
An exciting opportunity has emerged for a Ward Administrator to become a vital member of the Phoenix Ward team, working part-time hours each week. We seek a motivated, adaptable, and compassionate individual to join our dedicated team. While prior experience in a similar capacity is beneficial, it is not mandatory as comprehensive support and training will be provided.
This position is part-time, requiring work from Monday to Wednesday, with specific hours each day.
Key Responsibilities
The successful candidate will possess strong communication, administrative, and organizational abilities, enabling effective interaction with staff at all levels. Proficiency in Microsoft Office, including Word and Excel, is essential. The role requires the capability to manage all interactions with confidence, empathy, and professionalism. As part of the team, you will gain familiarity with the procedures and electronic systems utilized to meet the needs of our clients.
This position is ideal for someone who thrives in a dynamic office environment, capable of collaborating within a team while also working independently. This crucial role contributes to the smooth operation of our services and offers significant personal satisfaction. We provide a supportive team atmosphere, regular supervision meetings, opportunities for ongoing professional development, and a welcoming workplace.
About Us
We are committed to offering our successful candidate a nurturing team environment, complete with regular supervision meetings, avenues for professional growth, and a friendly workplace culture.
Benefits of Joining Oxford Health NHS Foundation Trust Include:
- Excellent career advancement opportunities
- 27 days of annual leave, plus bank holidays, increasing to 33 days with continuous service
- NHS discounts available at various shops, restaurants, and retailers
- Staff accommodation options
- Competitive pension scheme
- Lease car scheme
- Cycle to work initiative
Job Duties
In this role, your primary responsibilities will encompass:
- Managing telephone communications, taking messages, and assisting with inquiries.
- Conducting daily staffing level checks and updating the staffing board, notifying management and the staffing agency when additional personnel are needed.
- Communicating information to external staff via phone, letter, and email.
- Engaging with patients' relatives as necessary.
- Monitoring and managing email correspondence daily.
- Ensuring adequate stock of stationery supplies and placing orders as needed through the computer system.
- Supporting housekeeping and nursing staff with supply orders through e-procurement.
- Completing menu orders for patients.
- Arranging transportation for patients, including taxis and ambulances.
- Coordinating with the Estates Department for repairs and ensuring satisfactory completion of work.
- Maintaining organized and up-to-date notice boards, adding relevant information for staff.
- Keeping the ward office orderly and tidy.
- Preparing documents, brochures, and folders for new patient admissions.
- Scanning and uploading documents to electronic health records, including patient results and correspondence.
- Ensuring nursing documentation and clinical supplies are adequately stocked and managing photocopying and ordering as required.
- Liaising with patient finance regarding the management of patients' funds and property.
- Distributing and collecting satisfaction surveys from discharged patients and their caregivers.
- Assisting the team secretary in coordinating review meetings for patients and inviting all relevant parties.
- Recording or amending patient information and details of admissions and discharges in the electronic health record system.
- Accessing patient information as needed and reporting accordingly.
- Keeping ward policies, procedures, and fire safety documentation current.
- Acting as a fire marshal.
- Assisting in the orientation of new staff regarding electronic systems and ward processes.
- Taking minutes during staff and patient meetings as required.
- Providing coverage for the team administrator role when necessary.
- Managing smart card issues and liaising with IT and ID badge departments.
- Overseeing the maintenance of office and clinical equipment, reporting any faults or required repairs.
Candidate Profile
Education and Training
Essential
- Strong general education background
- Secretarial skills
Desirable
- Familiarity with Microsoft Office applications
Experience
Essential
- Experience in administration
- Ability to communicate effectively with diverse professionals and the public
Desirable
- Experience within the NHS, formal secretarial training, and understanding of mental health
Skills
Essential
- Proficient in Microsoft Office
- Ability to produce high-quality correspondence and reports
- Experience with databases
- Competence in word processing and touch typing
- Experience in audio typing
Desirable
- Familiarity with email systems and CareNotes
- Knowledge of AIS
Personal Qualities
Essential
- Exceptional communication skills
- Ability to work collaboratively within a team
Desirable
- Understanding of safeguarding procedures and data protection regulations
