Ward Administrator @ Central and North West London NHS Foundation Trust

Job summary

An exciting opportunity has arisen for two exceptional administrators to join our Brent Borough to provide an efficient and effective administrative service to our acute wards. 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.

Main duties of the job

• Prepare and distribute documents by copy or audio typing (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings, SARs.
• 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 subject access requests for the ward
• 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

About us

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.

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.

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. "Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."

As such, if you don't meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Job description

Job responsibilities

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 patients 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 teams 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 sick leave.
• To have an understanding of health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
• Any other duties that may be delegated as appropriate to the nature and grading of the post.

Management Information Systems

• To assist with the input and retrieval of client details and clinical information.
• To support with subject access requests for the ward.
• To assist with the administration of the clinical and professional meetings.
• Proficiency in software systems including Word, Excel, PowerPoint and inhouse Intranet, email and Internet.
• Responsibility for reporting faults on equipment used by the team e.g. computer, printer etc to IT Helpdesk and any other problems to relevant departments.

Communication

• Service Users/Carers/Visitors/Public - Non-clinical advice and information
• Visitors/Public Non-clinical advice and information
• Medical and Nursing staff receives and provides information relating to patients.
• General Practitioners receives and provides information relating to patients and the service.
• Outside agencies social services, voluntary organisations receives and provides information relating to patients and the service.

Training

• To participate in local induction of new employees to the ward.
• To participate in the Trusts Appraisal, Supervision and Training programmes.
• To book and attend regular supervision with line manager or delegated responsible person in liaison with line manager and attending training sessions as and when required
• To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge and development.

Person Specification

Previous Experience

Essential

• Substantial administrative/secretarial experience

Desirable

• Audio Typing
• Working with a Multi-Disciplinary Team

Skills & Knowledge

Essential

• Ability to communicate effectively in English, both verbally and in writing
• Knowledge of a range of administration and office procedures
• A comprehensive working knowledge of Word, Excel, Powerpoint and Access
• Type at 50 wpm
• Good interpersonal skills, both face to face and over the telephone
• Ability to prioritise own workload and work unsupervised
• Ability to work cooperatively as part of a team and build and maintain successful working relationships with staff in a variety of different roles
• Ability to work in an efficient, systematic and flexible manner
• Ability to deal with difficult situations and to address them in a responsible and professional manner
• Ability to observe confidentiality
• Ability to treat Service Users with respect and dignity at all times, adopting a culturally sensitive approach, which considers the needs of the whole person
• Ability to build constructive relationships with warmth and empathy, using good communication skills

Desirable

• Knowledge of client admin systems

Educational/Experience

Essential

• GCSE or other equivalent qualification
• RSA II or NVQ II or equivalent qualification or 1-year relevant experience.

Desirable

• ECDL
• NVQ in customer Care

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.

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

Park Royal Centre for Mental Health

Central Way, off Acton Lane

London

NW10 7NS

United Kingdom

Employer's website

https://www.cnwl.nhs.uk/work (Opens in a new tab)