Roster Co-ordinator and Administrator

To assist senior ward staff with roster related services and 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 Roster Co-ordinator and 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 Roster Co-ordinator and 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 and for maintaining an effective roster service.

Ward Administration
- To provide comprehensive and efficient support to ward managers to maintain and update staff roster systems, booking staff for shifts when required and updating sickness and annual leave records.
- To provide reports to managers when required and to assist with audits and statistical reporting
- 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 provide cover for the team and ad hoc requests which may include:

- Assisting with 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.
- Making up new files as required, update labelling and information sheets as necessary and file all case notes in a logical and clear filing system.
- Assisting with the safe custody of case notes for inpatients to ensure 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 assist with creating, retrieving and filing notes, including archiving, tracer systems, regarding the removal and use of case notes.
- To be responsible for maintaining comprehensive filing and database systems, ensuring that all documents and correspondence are filed correctly.
- Establishing and maintaining office systems, including bring forward system for the department.
- Inputting patient details onto the CIS system, as appropriate, to include open referrals and discharges.
- Assisting with organising transport, interpreters and other services for service users as and when necessary.
- Accurately recording messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
- Acting as contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
- Assisting with ensuring that up to date information for staff and patients is displayed on the ward, on a daily basis.
- Liaising with external agencies.
- Liaising with other directorates and staff at all levels, both internally and externally.
- Assisting with managing the diaries of the team and prioritising competing needs
- To be responsible for preparation of non routine papers.
- Opening and processing incoming and outgoing mail for the team.
- Preparing presentation materials.
- Undertaking photocopying, faxing and the post as required.
- Ensuring forms, including the Mental Health Act 1983 statutory forms are available.
- Assisting with ensuring that the nursing office is kept up to date and organised with information for the ward at all times.
- Assisting in room allocation and re-ordering stationery.- To ensure compliance with departmental policies and procedures with regard to the security of the building.
- To assist in the induction and training of new staff.
- Ensure that all information is handled in a confidential manner, in line with the relevant policies
- To participate in the Trust’s supervision and appraisal system.
- To carry out any other duties as requested.
- To be aware of and able to use de-escalation techniques and physical breakaway.

**Secretarial duties for the Ward**:

- To book bank staff via the Nurse Bank as instructed by the Ward Manager or Deputy.
- To input weekly figures of bank staff onto spreadsheets and distribute to appropriate managers.
- 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.

To produce word processed letters and reports to a high standard of presentation and accuracy using appropriate Trust templates, in line with Trust guidelines, from audio and hand written notes.