We are seeking an experienced Administrator to provide admin support for our Deaf service (bluebell ward).You will be part of an administration team that exists to provide an important administrative and Out Patient service to mental health teams to ensure the smooth running of those services. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.
There is a team of 24 Multi-disciplinary team (MDT) Professionals in Bluebell. This includes a Ward Manager, 1 full time Consultant, Charge Nurses, Staff Nurses, Nurse Associates, Health Care Assistants. There is also a Speciality Doctor, Junior Doctor, Speech and Language Therapist (SALT) Occupational Therapist and an Activity Coordinator.
As all the patients and approximately half the team are deaf, Communication is a big part of this ward and we work with the ethics of accessibility focused on their communication needs. To enable this, we work alongside a team of rotational BSL interpreters that are on shifts from 07:00 to 21:00 7 days a week. Under ATW interpreters are now available to work a night shift patterns from 20:00 – 07:30.
Role involves supporting patients in the day-to-day routine including:
Supporting team with administration needs such as scanning, uploading documents, taking meeting minutes.
Supporting to order items that are needed for ward stock (including medical supplies, stationary, and any other ad hoc items).
Supporting with reception duties, such as answering calls, doors and assisting the nursing team to help with welcoming visitors to the ward. The post holder will often be the first point of contact for members of the general public and referrers who wish to make enquiries. It is an essential requirement of the post that the post holder courteously provides information and deals with enquiries.
You must have a proven ability to work effectively in a team and have excellent communication and IT skills.
Working in a Multi-disciplinary team and working with the ward manager to ensure all administration needs are being met.
We are Proud to Belong at South West London and St George’s Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as ‘good’ - we aspire to be ‘outstanding’.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they ariset.
• To support team members in being able to access basic information held on My Dashboards and Pulse
• To ensure that all service users patients and visitors are received in a courteous and efficient manner.
• To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team
• To facilitate effective communication within the team by providing team members with messages and information
• To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
• To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
• Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering,security, estates and to be the contact for maintenance issues.
• To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
• To have the need for confidentiality of service users and professional information
• Photocopy/fax/scan/email as requested by other members of the team
• Provide admin support to the senior management team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
• To implement Trust and team policies/procedures and propose changes to practices if necessary.
This advert closes on Sunday 2 Feb 2025