Band 4 Ward Administrator

Employer information

Please note that this post may close earlier than the indicated closing date if a sufficient number of applications are received.

Job overview

We are seeking a highly organised and motivated Ward Administrator to join Tazetta, a male acute mental health inpatient ward at the Oleaster Centre. This is a part time role, working across Monday to Friday mornings, with some flexibility with start/end times.

This is a key administrative role, providing comprehensive support to the ward multidisciplinary team and helping to ensure the smooth day-to-day operation of the ward.

As the first point of contact for many patients, carers and professionals, the post holder will play a vital role in maintaining effective communication, managing patient-related administration and supporting the delivery of safe, high-quality care. The successful candidate will be proactive, adaptable and able to work effectively in a busy and sometimes challenging environment.

The Ward Administrator will work closely with nursing, medical and allied health professional colleagues, ensuring that administrative systems, electronic patient records and ward processes are maintained to a high standard. Attention to detail, excellent organisational skills and a commitment to confidentiality are essential.

Main duties of the job

The post holder will provide comprehensive administrative support to the ward and multidisciplinary team, ensuring the efficient management of patient information and ward processes.

Key responsibilities include:

• Serving as the main administrative point of contact for the ward, responding to enquiries from patients, carers, staff and external agencies in a professional and timely manner.
• Supporting patient admissions, transfers and discharges by ensuring all associated documentation and electronic records are completed accurately.
• Maintaining and updating electronic patient records and other clinical information systems in accordance with Trust policies and information governance requirements.
• Managing correspondence, emails, telephone calls and diary arrangements on behalf of the ward team.
• Monitoring and ordering ward supplies and equipment through agreed procurement processes.
• Ensuring patient records, filing systems and databases are maintained accurately and securely.
• Working closely with members of the multidisciplinary team to facilitate effective communication and coordination of care.
• Contributing to the delivery of an efficient, responsive and patient-focused administrative service.

The role offers an excellent opportunity to become part of a dedicated team committed to providing high-quality care and improving outcomes for people accessing mental health services.

Working for our organisation

Welcome to Birmingham and Solihull Mental Health NHS Foundation Trust. Our 4000 clinical and support staff help us to improve mental health wellbeing and meet the needs of the 70,000 people we serve each year. We provide a range of mental healthcare services across Birmingham and Solihull, as well as specialised services nationally. We also offer medical, nursing and psychology training and are proud of our international reputation for both research and innovation.

Our population is culturally diverse, characterised in places by high levels of deprivation which create an increasing demand for our services and a necessity for us to make sure everyone can access the help they need. We are a team of compassionate, inclusive and committed people working together to provide excellent care to support our community. If you are looking for a place to belong, where you can make a real difference to people's lives, join our team where our warm welcome is waiting for you.

Person specification

Qualifications

Essential criteria

• NVQ level 3
• English GCSE

Desirable criteria

• Level 4 or Diploma in Administrative related subject

Knowledge and Experience

Essential criteria

• Minute Taking
• Highly proficient in using various Microsoft packages

Desirable criteria

• Experience of working in a Mental Health/Psychology or Multi-disciplinary based Service

Skills

Essential criteria

• Accuracy
• Report / Letter Writing Skills

Additional employer information

Our Trust is committed to treating individuals fairly and ensuring they have the same opportunities to fulfil their potential, even if this means doing things differently for different people sometimes. We are working hard to ensure our workforce reflects the diversity within Birmingham and Solihull and that our services meet the needs of all diverse service users and carers.

The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice pre-employment checks will be undertaken before any appointment is confirmed. As part of the selection process you may be required to undergo a Disclosure and Barring Service (DBS) check, however all cases of criminal record history are dealt with on a case by case basis.

Please note, if applicable for your role you will be required to cover the cost of your DBS certificate. This will be deducted from your salary over 3 months.

All successful applicants will be required to complete the Trust's induction programme. The Fundamental (Statutory and Mandatory) training will be in an e-learning format. You will be required to complete training modules online (approx. 9-14 hours depending on post) by the end of your second week with us.

If you are successful at the shortlisting stage of the recruitment process we may contact you via email to advise you of the interview details. Please ensure you access your email account from which you applied regularly once the position has closed. Our selection process may involve more than one interview or assessment.

Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. However, please ensure that you check if this role meets the eligibility criteria for sponsorship. Non UK /Republic of Ireland candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk). The minimum salary threshold for a Health and Social Care is £25,000 and for the Skilled Worker route is £38,700. If the starting salary for this role is below this, we will not be able to provide sponsorship.

Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk)

Relocation expenses may be reimbursed subject to eligibility. The policy provides for reimbursement up to £8,000.

Please note - if you are applying for a role within Police custody, due to Police Vetting requirements you must have been a UK resident for the last years.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

We highly recommend you submit your application as soon as possible, this post may close earlier than the indicated closing date if a sufficient number of applications are received.

Documents to download

• Job Description (PDF, 336.6KB)
• Person Specification (PDF, 16.7KB)
• Everyday Behaviours Guide (PDF, 159.9KB)
• Recruitment Fraud and Fees Notice (PDF, 280.6KB)
• Artificial Intelligence (AI) Statement (PDF, 272.6KB)
• Recruitment Equality, Diversity and Inclusion Statement (PDF, 288.6KB)