Overview
Ward Administrator Jobs in Harrow, England, United Kingdom at Central and North West London NHS Foundation Trust
Title: Ward Administrator
Company: Central and North West London NHS Foundation Trust
Location: Harrow, England, United Kingdom
Job Overview
CNWL is seeking to recruit a professional and experienced full time administrator to join our team at Eastlake Ward, Northwick Park Hospital. Eastlake Ward is an adult inpatient mental health unit.
Previous administrative experience is essential and you must be capable of managing your time effectively to meet deadlines whilst using your own initiative. A good level of computer literacy, and ability to learn and use specific computer systems is essential.
You will need to be highly organised and be able to prioritise your workload in order to support our team on the ward. You will require a conscientious, caring and enthusiastic approach in your role as you interact with service users, carers, visitors and the ward and wider team.
Main duties of the job
The administrator role is pivotal in ensuring the smooth running of the service.
The role includes but is not limited to: office administration, answering the phone, data entry (mainly on SystmOne), photocopying, printing, binding, and ordering/receipting of clinical and non-clinical supplies, booking meetings and sending invites, transport, interpreters, scanning and uploading documents, overseeing visitor sign-in and out.
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 continuously held a 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
Working for our organisation
CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London’s population, Milton Keynes and areas beyond. We involve service users, carers, the public, staff and partner organisations in the way that we are run.
Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.
We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.
We offer flexible working options, including bank assignments for most roles. See attached Staff Reward and Wellbeing Handbook detailing our benefits, discounts and wellbeing initiatives for staff.
Become part of our team. We care for you as much as you care for others.
Detailed Job Description And Main Responsibilities
Administrative:
- To deal with incoming and outgoing mail.
- To assist clinical staff to prepare documents and type correspondence as necessary, using Microsoft Word, maintaining an accurate filing system and general office organisation, ensuring that all policies and procedures are adhered to.
- To assist in the administration of the Care Programme Approach (CPA) process.
- Organising CPA meetings and ensuring relevant parties are invited and documentation is presented as required.
- To provide a reception service and deal with telephone calls, correspondence and direct contacts with patients and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer complex matters to relevant medical or nursing staff.
- To receive patients, carers and relatives onto the ward in a polite and friendly manner, checking identity details and providing information and advice as required.
- To be responsible for the ordering, storage and distribution of clinical, non-clinical and stationery supplies for the ward.
- To arrange transport and keep accurate records, and to and book outpatient appointments as necessary.
- To organise requests for medical investigations (blood tests, x-rays etc.) and ensure that results are available when required.
- To assist the Mental Health Act Co-ordinator with the administration of the MHA process as necessary.
- To liaise with other departments within OPHA services/ Trust/ external organisations.
- To inform relevant staff of new staff or leavers on the unit.
- To attend the team/ward staff meetings, admin. meetings etc.
- To report and follow up on any maintenance issue on the wards.
- To provide cover for other administration staff as required
Data Quality/Management
- To ensure that the quality of data entered onto SystmOne is in line with procedures.
- To provide basic data and IT support to clinicians.
- To undertake data-related pieces of work for the Directorate, as requested by senior staff or the Directorate’s Business & Service Improvement Manager/Business Support Officer.
- To have basic Microsoft Excel spreadsheet skills
Medical Records:
- To maintain a filing system and to record the movement of patients’ casenotes, ensuring that notes are archived as and when appropriate and that all policies and procedures are adhered to.
- To assist in quarterly or annual audits of patients’ records
Finance:
- To be responsible for the safe-keeping and banking of patient monies whilst they are on the ward and to maintain a system of recording every transaction.
- To be responsible for the safe-keeping of patient valuables and transferring items to the safe whilst they are on the ward and to maintain accurate records of this system.
- To be responsible for the control and management of petty cash on the ward and to maintain accurate financial records in accordance with Trust procedures
Communication:
- Patients, carers and relatives – 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.
- External agencies – receives and provides information relating to patients
Person specification
Education And Qualifications
Essential criteria
- Basic Secondary education or equivalent, including GCSE Maths and English.
- Ability to communicate clearly in both written and verbal English.
Desirable criteria
- Recognised typing qualification
- NVQ in Customer Care
Previous Experience
Essential criteria
- 1 year administrative/secretarial/customer care experience
Desirable criteria
- Experience of working in an NHS environment.
- Experience of working in a mental health care setting.
Skills & Knowledge
Essential criteria
- Good keyboard skills
- Computer literate with working knowledge of Word for Windows, internet, e-mail, Excel and database systems
- Effective administration skills with an eye for detail.
- Able to prioritise workload and meet deadlines, accepting work from a variety of different sources.
- Good communication skills – able to listen and respond appropriately and politely to enquiries and requests
- Able to work cooperatively as part of a team and build and maintain successful working relationships with staff in a variety of different roles.
- Able to maintain clear and accurate records and work systems
- 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
- Able to demonstrate ability to build constructive relationships with warmth and empathy, using good communication skills.
- Knowledge of a range of office and administrative procedures.
- Good interpersonal skills, both face-to-face and over the telephone
- 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.
Desirable criteria
- Knowledge of client admin systems.
