Ward Administrator | Central and North West London NHS Foundation Trust

Coombe Wood provides specialist perinatal inpatient and community services for mothers and their babies and has done so for over 50 years. The team is made up of psychiatrists, nurses, nursery nurses, psychologists, occupational therapists, art psychotherapist, family therapist, specialist midwife, specialist health visitor and support staff. We accept women in the third trimester of their pregnancy and mother with babies up to 12 months old.

The post holder will be responsible providing a full range of administrative support to the team. They will support the Operational Manager. Ward Manager and the Consultant Psychiatrist to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.

The post holder will be required to work with minimum supervision and take initiative in prioritising their workload to ensure service objectives and deadlines are met.

The service line comprises of a Multi-disciplinary team (i.e. specialist perinatal mental health Psychiatrist, Nurses, Occupational therapist, Social workers, Psychologists, Psychotherapists, Nursery nurses, Administrators and Peer support workers.

The team base is within the borough but the postholder will be expected to be flexible and to cover administrative duties across perinatal as and when required by service line.

The service is integrated with Community Perinatal Mental Health Teams, Community Mental Health Services, Maternity Services, Social Services and Health Visiting Teams and the postholder will liaise very closely with these services.

Supporting to send out Clinical Letters, setting up invites for CPA meetings. Updating contact details of wider support network (including social worker/ health visitor).

Supporting management and uploaded of referrals

Answering Ward Telephone and managing reception

Scanning, printing, laminating and filing.

Support with completing and sending minutes for Staff Meetings

Raising Purchase Orders and support with managing Petty Cash

Inputting Data for Service and KPIs

The postholder will be expected to liaise with:

Local Secondary Mental Health Services, Maternity Services, MTLC. Health Visiting Teams, Primary Care, Local Authority Services, Acute Hospitals, Voluntary and Third Sector Organisations and including Mother and Baby Units.

Our vision

Wellbeing for life: We work in partnership with all who use our services to improve health and wellbeing. Together we look at ways of improving an individual's quality of life, through high quality healthcare and personal support.

Our values

Central and North West London NHS Trust expects the Perinatal Administrator to act in a way which shows an understanding of trust core values and is active in putting them into practice with all stakeholders.

Compassion: Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.

Respect: We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.

Empowerment: We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adopt recovery principles. We will ensure our staff receive appropriate direction and support, to enable them to develop and grow.

Partnership: We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.

1. Site Management

To report need for repairs to building fabric and equipment accordingly and liaise with Site Administrator if escalation is required

To liaise with domestic staff when necessary to ensure that the premises are kept clean and to report any problems to the Site Administrator

To act as a Nominated First Aider, Fire Warden or Health and Safety representative dependant on need and distribution of duties within the administration team

To assist the Senior Administrator in completion of monthly health and safety audits and required follow up actions

To assist in induction of new staff and trainees

To carry out audit with internal and external agencies

To attend site administration, estates and maintenance meeting as required

To maintain a record of IT equipment and other assets in the unit including records of warranties, repairs and refund contacts.

Managing Service IT Asset Register and access to Team Emails/Distribution List

2. Administration

To provide a welcoming and efficient reception service to all visitors

To deal with incoming telephone calls, all incoming and outgoing correspondence as appropriate, using judgement and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff

To take clear and precise messages dealing with all queries as appropriate in a professional manner

To type correspondence as agreed by Operational Manager.

To photocopy and distribute information as requested by members of the team

To prioritise own workload to ensure that deadlines are met

To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team

To prepare and distribute documents by copy or audio typing using Microsoft office software (letters, memos, CPA assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.

To assist in the administration of the Care Programme Approach (CPA) process.

Book CPA meetings and other appointments with health professionals as necessary.

To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents form different sites.

To attend meetings, take and distribute minutes and initiate agreed follow up action as directed by the Operational manager and Senior Administrator

To support the production of information for professional visits

To support the use of petty cash on site if this is used

To prepare of physical space and refreshments for visitors

To prepare advertisements, application forms and attendance certificates for training and conferences run by the service

To issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure compliance

To scan all patient correspondence, and all other patient related information in a timely manner

To liaise with other Hospitals and Departments to obtain previous medical records when appropriate

To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage

To provide cover for other secretarial staff during absence as and when necessary.

3. Systems Management & Information Processing

To ensure that patient referral and contact data is collected from clinicians regularly

To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures.

Managing Team Email Inbox

To enter patient information details on to the clinical system ensuring Trust and service deadlines are met

To support the Service manager using clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetings

To manage shared folders to ensure all staff can easily access key documents and files

To develop PowerPoint presentations for meeting, seminars and training events (internal and external)

To support the preparation of information leaflets for printing and distribution

To competently use Supplies and NHS logistics online ordering systems as and when required

4. Communication

Clients - non-clinical advice and sensitive information

Visitors/Public - Non-clinical advice and information

Medical staff, clinical staff in the team - receives and provides information relating to Clients

General Practitioners - receives and provides information relating to the clients

Outside agencies - social services, voluntary organisations - receives and provides information relating to the service

5. Training

To participate in local induction of new employees to the team.

To participate in the Trust's supervision and appraisal programme.

To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development

Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.