Ward Administrator

We currently have a full-time vacancy and the successful applicant will work across two wards within West London Forensic Services to provide a wide range of administrative support to the ward managers, the wards clinical team and service users. The successful applicant will be required to work 37.5 hours a week within standard office hours. Specific hours to be confirmed.

We are seeking a confident, organised, proactive and approachable person for the role. The ideal candidate will already have experience of working within an administrative role. We are looking for people with excellent communication skills and a working knowledge of Microsoft Word and Excel. Additional training will be offered as required.

• To ensure patient case notes are maintained accurately and in good order throughout an inpatient episode, including prior to transfer to another ward or service, and to act as the first point of contact for Multi-Disciplinary Teams accessing records.
• To support the Ward Manager in the effective implementation and management of policies and procedures within the clinical area.
• To provide comprehensive administrative support to the Ward Manager and nursing teams, and to respond to enquiries from service users within professional boundaries.
• To manage daily enquiries from patients, including financial accounts, orders placed and Care Programme Approach (CPA) related information.
• To work closely with medical secretaries and nursing staff to coordinate all administrative aspects of CPA processes, including liaising with patients regarding meeting invitations and with staff regarding report submissions.
• To collate, record and update data electronically or manually for senior management using a range of systems, including RiO, Harlequin, Supply Chain, HealthRoster, training systems and CCTV, and to support ward staff with IT systems as required.
• To establish and maintain staff and ward files, both physical and electronic.
• To prepare correspondence, ward notices and carry out photocopying as required.
• To order ward supplies via electronic systems, manage non-stock requisitions and maintain appropriate stock levels.
• To book and coordinate ward visitors, liaising with reception staff where necessary.
• To organise, attend and minute ward meetings, including Staff Meetings, Clinical Improvement Group Meetings, CPA meetings and Patient Community Meetings.
• To assist the Ward Manager with audits, data collection, performance returns, investigations, complaints, disciplinaries and ward away days.
• To manage general ward enquiries, maintain essential forms and notice boards, and update centrally recorded KPI and meeting data.

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 are rated good overall by the Care Quality Commission (CQC).

Together, we are 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.

The post holder will be responsible for providing administrative support to the ward manager and the wards 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.