About this role
Job summary
Ward Administration Officer - Band 3
Full Time (37.5 hours) based at Langdale ward, Dorothy Pattison Hospital, Alumwell Close, Walsall, WS2 9XH.
The Ward Clerk role is integral to the smooth and accurate running of an inpatient ward. The post holder will be part of a Team that aim to provide care and treatment to adults requiring support. The role is varied and a flexible enthusiastic attitude is essential to this post.
The successful candidate will enjoy working in busy environments, and have the ability to manage their own workload,
Applicant must be able to demonstrate at a least 12 months experience of working within a similar role within NHS or Private sector.
Unable to support sponsorship at this moment and time within BCHFT.
Main duties of the job
Providing full administrative support to acute mental health inpatient ward, including, keeping electronic recording systems up to date and accurate. Following processes to support admissions and discharges to the ward. Functional admin duties to ensure a smooth running of the ward including maintaining stationery, printing, photocopying, filing, handling post, taking calls and messages. Providing cover for annual leave and occasions of unplanned leave.
Please see the Job Description for a full list of responsibilities pertinent to this role.
About us
Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.
Across the whole of the region we provide:
Adult and older adult mental health services Specialist learning disability services CAMHS Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, after NHS England and NHS Improvement approved the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust.
Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.
We currently employ over 3,000 members of staff and just like the population we serve, we are made up of diverse cultures and backgrounds.
Job description Job responsibilities
The job holder is not responsible for the management of staff, but will assist in training staff as required.
The job holder will be required to participate in an administrative function as directed by the ward manager to include arranging and taking meeting minutes, preparing reports, arranging appointments and ensuring the stock levels and resources are monitored.
There is a need for timely and accurate data entry that allows both clinical and corporate staff to monitor activity on the ward and make the best use of the Trusts beds.
The duties listed below are a general overview of the tasks and duties that you would be expected to undertake within your post. Individual details, tasks and duties will be arranged and agreed at a local level and will reflect local needs, whilst remaining within the overall factors listed below. This list of core duties is not intended to capture every individual task, reasonable management requests for staff to be flexible and adaptable to changes in circumstances driven by organization needs will be expected but will remain within the general principles of the banding of this post.
1. To assist staff to ensure they make optimum use of their time by organising their work programmes, preparing papers, prioritising and bringing forward items and files for attention, maintaining manual/electronic diaries and arranging appointments as appropriate.
2. To process a wide range of incoming information via postal and electronic systems, initiating action where appropriate.
3. To deal appropriately with telephone enquiries.
4. To arrange and attend meetings to take notes, produce minutes, draft agendas, and ensure members receive agendas and relevant documentation in a timely manner, to provide general support to the meetings and ensure all arrangements for facilities are made, co-ordinate documentation and support nursing staff in preparing for ward reviews.
5. To ensure that effective and efficient department systems/office procedures/ward information posters are maintained/monitored and that communication with service users and families is up to date.
6. To support clinical staff with environmental checks by reporting jobs to Estates.
7. To liaise with other departments, services and outside agencies as required, including GP reconciliations and other relevant information to GPs.
8. To maintain administrative procedures for the department e.g. filing system, bring forward system, message taking system.
9. To complete all relevant paperwork in respect of patient admissions/discharges to include updating Electronic Clinical Information Systems and Microsoft Office (including Word, Outlook, Excel, Powerpoint, Internet Explorer), inputting onto MAPs from paper copies, requesting staff via MAPs and chasing information
10. To transfer handwritten information/needs assessments onto Bespoke Patient Management Systems e.g. Carenotes.
11. To arrange patient transport and support with patient transfers (e.g. faxing referral information).
12. To ensure the filing of correspondence and the maintenance of filing systems including preparation and maintenance of personal and client files.
13. In conjunction with the person who holds responsibility, order and maintain stock, ensuring effective utilisation within service of stationery, equipment, furniture and any other consumables.
14. To use office equipment, e.g. photocopier, fax machine, printer, computer.
15. To be involved in the introduction of new technology and its subsequent use when required.
16. To receive visitors and provide hospitality when appropriate.
17. As the post involves working in a busy office environment with minimum supervision. The post holder will be required to ensure they organise and prioritise their work accordingly to cope with the pressure of competing demands, ensuring deadlines are met.
18. To maintain confidentiality at all times.
19. To process and record all staff applications for annual leave, study leave, sickness absence and record details in appropriate place.
20. To support the ward manager in monitoring/producing monthly reports regarding sickness, study leave, training needs and establishment as required within service.
21. To process and code invoices, obtaining the appropriate authorisation, logging and forwarding on to relevant people for payment.
22. To complete monthly turnaround documentation and process staff expense claim forms forwarding to Payroll/Finance as appropriate and to deal with any queries that may arise.
23. To provide the appropriate cover for department/service as and when required in the absence of administrative/clerical/secretarial colleagues following discussion with Administration Team Leader and the Ward Manager.
24. To be responsible, where appropriate, for maintaining the petty cash system, departmental purchase card and completing monthly purchase logs, whilst ensuring compliance with all standing financial instructions laid down by the Trust.
25. To undertake all mandatory/statutory training as required by the Trust and having the ability and willingness to undergo further training as and when necessary.
26. To undertake any other duties commensurate with the banding and requirements of the service
Person Specification
Experience Essential
Experience of working in similar role (12 months) Good understanding of data protection and patient confidentiality Ability to prioritise workload and be flexible to service need Have good time management Accurate record keeping Have good communication skills both verbal and written
Desirable
Knowledge of RiO or Carenotes Knowledge of Trust electronic systems Experience of working in cashiers
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Black Country Healthcare NHS Foundation Trust
Address Dorothy Pattison Hospital
Alumwell Close
Walsall
WS2 9XH
United Kingdom
Employer's website https://www.blackcountryhealthcare.nhs.uk/ (Opens in a new tab)