Ward Administrator - Oxford

Detailed job description and main responsibilities

Main Tasks:

1. To provide administrative service to the ward manager, ward consultant including the junior doctors and other ward team members as required.

2. Maintain diaries and records for the ward consultant and their team, which include arranging meetings, preparing papers and minute meetings where necessary.

3. Co-ordinating arrangements for patient review meetings ensuring all appropriate parties are invited.

4. Receive and deal with correspondence and take appropriate action.

5. Receive telephone calls using a high level of initiative and responding in a confidential and sensitive way and action in the appropriate manner. This may include highly sensitive information such as emergency calls, and calls from distressed patients or relatives, etc.

6. Audio or copy typing of letters and reports (including discharge summaries) to patients, GPs and other professional agencies.

7. Take responsibility for maintaining estates issues on the ward and ensuring their follow up.

8. Ensure the Trust’s activity databases are up to date and that all clinical data is entered accordingly.

9. Ensure that client related documentation is entered onto databases for all patients within the team caseload.

10. Work with managers within Operational Services and within IT support to maintain data quality and make improvements to data collection where necessary.

11. Assist the ward manager in achieving Trust targets on data quality by reviewing reports.

12. Collate staff records regarding training, annual leave, sickness leave etc.

13. Assist with the induction process for new staff.

14. Photocopying, collating and processing information and any similar duties which may be necessary in order to facilitate the secretarial and administrative work.

Other Responsibilities:

1. To ensure confidentiality and security of patient data is maintained at all times in compliance with the Data Protection Act.

2. To ensure confidentiality of staff, patients and carers is maintained in line with Trust policy.

3. To work closely with team members, provide a flexible service and be willing to assist other staff as and when required.

4. To work as a member of a team to assist the smooth running of the secretarial and administrative provision and delegation of work load.

5. To attend appropriate mandatory training courses in line with requirements of the role, Health and Safety Regulations and as part of personal development, e.g. systems training, fire awareness training, appraisals.

6. To carry out any other duties as requested by the Clinical Leadership Team to ensure the quality of service provided by the team.

Please note: 

• New starters have a 6 month probationary period. This, together with the induction process aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.
• Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.
• Appointment to this post is subject to the trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.
• Employees are expected to undertake mandatory and statutory training related to their role.
• We positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.
• Oxford Health is committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.