Job summary
To manage the Ward Secretarial/Administration Service and be an integral member of the ward team.
To support the ward team members.
To deliver an efficient service to ensure a smooth day to day function of the team.
To assist the Ward Manager, Clinical Team members and ward based staff with all aspects of ward/patient related administrative tasks.
To provide line management to ward administration team including supervisions, appraisals, mandatory training, encourage further development, create rota's and support finance aspects of the role.
Support wards administration team in relation to HR matters including flexible working, Occupational Health referrals, and well-being plans.
Main duties of the job
1. Receive and deal with telephone enquiries as appropriate.
2. Distribute mail and deal with as appropriate.
3. Liaise with ward staff, medical secretaries, medical records, patients affairs, other departments and outside agencies as appropriate.
4. To provide a range of secretarial duties for the Ward Manager and team, including keeping diaries, organising and minuting meetings, filing, photocopying, typing correspondence, reports etc.
5. As directed by the Ward Manager or in patient ward administrator, the post holder will assist with monitoring of ward budgets, including stationary, office/ward equipment, furniture and fittings.
6. To input data onto the Paris patient information system and produce reports as required.
7. To set up and maintain case notes in good order.
8. To be responsible for obtaining and returning case notes from/to the medical records clerk.
9. To support the team in effective and smooth running of the wards.
10. Provide support to Managers in change, delivering a high standard service to our clinical teams and patients.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over 6,400 members of staff, who deliver services from more than 160 locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford,Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users
Job description
Job responsibilities
Please see attached job description and person specification
Staff benefits
11. 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
12. Excellent pension
13. Cycle to work scheme
14. Salary sacrifice car scheme
15. Wellbeing programme
16. Blue Light Card Discounts
Person Specification
Qualifications
Essential
17. RSA/OCR 2 or admin equivalent experience
Desirable
18. RSA/OCR Level 3
19. Database/Spreadsheet/Power Point Qualifications
Experience
Essential
20. Must have secretarial/administrative experience.
21. Experience in supervising staff. Must demonstrate good understanding of teamwork and be able to work conductively within this.
22. Must demonstrate ability to work without close supervision, using own initiative to significant level
23. Experience of using a variety of Microsoft packages including excel
Desirable
24. Ability to manage your own time effectively
25. Previous Experience working within Mental Health NHS Services
Knowledge
Essential
26. Must have a good understanding of the need for confidentiality.
Desirable
27. Knowledge of the Clinical System PARIS
28. Knowledge of other software's such as MICAD, OHIO, Health Roster and NHS Chain
Application form
Essential
29. Confidentiality
30. Previous experience of line management
31. Basic understanding of HR processes and Policies
Desirable
32. Knowledge of the Mental Health Act
33. Understanding of Budgetary and Financial Responsibility within your role