766_3757873
Wales Medicines Strategy Group
Negotiable
West Bromwich, United Kingdom
United Kingdom
Healthcare & Medical
30/09/2023
01/10/2023
09/06/2037
Not specified
Permanent | Full Time
Main area Ward Administration Grade NHS AfC: Band 3 Contract Permanent: NA Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 285-8509-LD
Employer Black Country Healthcare NHS Foundation Trust Employer type NHS Site Heath Lane Hospital Town West Bromwich Salary £22,816 - £24,336 Per annum Salary period Yearly Closing 10/10/2023 23:59
Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.
Across the whole of the region we provide:
Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, with the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust. Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.
We currently employ over 3,500 people and just like the population we serve, we are made up of diverse cultures and backgrounds. Whatever your role, working in a NHS Foundation Trust, like ours, is a demanding and extremely rewarding experience. Knowing that every day you can help to make a positive difference to someone’s life is a very powerful feeling. We know that our Trust runs on this desire to help and support people, and our Trust vision expresses this. Our vision is to improve health and wellbeing for everyone, especially our colleagues to achieve the best possible work/life balance.
We proudly offer supportive, inclusive and family friendly employment and flexible working policies. We have a wide range of professional services and employee networks to help our colleagues be at their best - and find support if they need it. To find more about our staff benefits, please visit our website: blackcountryhealthcare.nhs.uk.
Don’t meet every single requirement? Studies have shown that women and ethnic minority candidates are less likely to apply to jobs unless they meet every single qualification. At Black Country Healthcare we recognise and value all forms of knowledge and expertise, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification or criteria in the job description/person specification, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
For further supporting information to help you apply for this role please see documents attached under ‘Additional documents’.
Ward Administration Officer - Band 3
Full Time (37.5 hours) based at Heath Lane Hospital, West Bromwich, B71 2BG
The Ward Administration Officer role is integral to the smooth and accurate running of an inpatient ward. The post holder will be part of a Team that aim to provide care and treatment to adults requiring support. The role is varied and a flexible enthusiastic attitude is essential to this post.
The successful candidate will enjoy working in busy environments, and have the ability to manage their own workload,
Providing full administrative support to inpatient wards across Learning Disabilities, including, keeping electronic recording systems up to date and accurate. Following processes to support admissions and discharges to the ward. Functional admin duties to ensure a smooth running of the ward including maintaining stationery, printing, photocopying, filing, handling post, taking calls and messages. Providing cover for annual leave and occasions of unplanned leave.
Please see the Job Description for a full list of responsibilities pertinent to this role.
Black Country Healthcare NHS Foundation Trust provides specialist mental health, learning disability, and community healthcare services for the population of the Black Country.
Across the whole of the region we provide:
Black Country Healthcare NHS Foundation Trust was formed on 1 April 2020, after NHS England and NHS Improvement approved the merger of Black Country Partnership NHS Foundation Trust and Dudley and Walsall Mental Health Partnership NHS Trust.
Combining resources, strategies and talented workforce enables us to deliver a wider variety of outstanding services that are based on best practice and are continually improving.
We currently employ over 3,000 members of staff and just like the population we serve, we are made up of diverse cultures and backgrounds.
The job holder is not responsible for the management of staff, but will assist in training staff as required.
The job holder will be required to participate in an administrative function as directed by the ward manager to include arranging and taking meeting minutes, preparing reports, arranging appointments and ensuring the stock levels and resources are monitored.
There is a need for timely and accurate data entry that allows both clinical and corporate staff to monitor activity on the ward and make the best use of the Trusts beds.
The duties listed below are a general overview of the tasks and duties that you would be expected to undertake within your post. Individual details, tasks and duties will be arranged and agreed at a local level and will reflect local needs, whilst remaining within the overall factors listed below. This list of core duties is not intended to capture every individual task, reasonable management requests for staff to be flexible and adaptable to changes in circumstances driven by organization needs will be expected but will remain within the general principles of the banding of this post.
1. To assist staff to ensure they make optimum use of their time by organising their work programmes, preparing papers, prioritising and bringing forward items and files for attention, maintaining manual/electronic diaries and arranging appointments as appropriate.
2. To process a wide range of incoming information via postal and electronic systems, initiating action where appropriate.
3. To deal appropriately with telephone enquiries.
4. To arrange and attend meetings to take notes, produce minutes, draft agendas,
and ensure members receive agendas and relevant documentation in a timely manner, to provide general support to the meetings and ensure all arrangements for facilities are made, co-ordinate documentation and support nursing staff in preparing for ward reviews.
5. To ensure that effective and efficient department systems/office procedures/ward information posters are maintained/monitored and that communication with service users and families is up to date.
6. To support clinical staff with environmental checks by reporting jobs to Estates.
7. To liaise with other departments, services and outside agencies as required, including GP reconciliations and other relevant information to GPs.
8. To maintain administrative procedures for the department e.g. filing system, bring forward system, message taking system.
9. To complete all relevant paperwork in respect of patient admissions/discharges to include updating Electronic Clinical Information Systems and Microsoft Office (including Word, Outlook, Excel, Powerpoint, Internet Explorer), inputting onto MAPs from paper copies, requesting staff via MAPs and chasing information
10. To transfer handwritten information/needs assessments onto Bespoke Patient Management Systems e.g. Carenotes.
11. To arrange patient transport and support with patient transfers (e.g. faxing referral information).
12. To ensure the filing of correspondence and the maintenance of filing systems including preparation and maintenance of personal and client files.
13. In conjunction with the person who holds responsibility, order and maintain stock, ensuring effective utilisation within service of stationery, equipment, furniture and any other consumables.
14. To use office equipment, e.g. photocopier, fax machine, printer, computer.
15. To be involved in the introduction of new technology and its subsequent use when required.
16. To receive visitors and provide hospitality when appropriate.
17. As the post involves working in a busy office environment with minimum supervision. The post holder will be required to ensure they organise and prioritise their work accordingly to cope with the pressure of competing demands, ensuring deadlines are met.
18. To maintain confidentiality at all times.
19. To process and record all staff applications for annual leave, study leave, sickness absence and record details in appropriate place.
20. To support the ward manager in monitoring/producing monthly reports regarding sickness, study leave, training needs and establishment as required within service.
21. To process and code invoices, obtaining the appropriate authorisation, logging and forwarding on to relevant people for payment.
22. To complete monthly turnaround documentation and process staff expense claim forms forwarding to Payroll/Finance as appropriate and to deal with any queries that may arise.
23. To provide the appropriate cover for department/service as and when required in the absence of administrative/clerical/secretarial colleagues following discussion with Administration Team Leader and the Ward Manager.
24. To be responsible, where appropriate, for maintaining the petty cash system, departmental purchase card and completing monthly purchase logs, whilst ensuring compliance with all standing financial instructions laid down by the Trust.
25. To undertake all mandatory/statutory training as required by the Trust and having the ability and willingness to undergo further training as and when necessary.
26. To undertake any other duties commensurate with the banding and requirements of the service
** Please Note that Internal at Risk Employees will be given preference for this position**
We reserve the right to bring the closing date forward for this vacancy at any time should we receive an overwhelming response of applications. We therefore encourage applicants to apply early if you wish to be considered for this post.
If you do not hear from the recruitment 4 weeks within the advertised closing date please assume that you have been unsuccessful at the shortlisting stage. Please ensure that you check your emails on a regular basis for any recruitment updates regarding this vacancy. If you are not successful at the shortlisting stage and would like feedback, please contact the Recruitment Team directly for feedback.
The salary range quoted is as per NHS Agenda for Change pay structures. This is based on the number of years’ working directly within the NHS at the advertised pay band. Experience gained with other NHS Trusts will apply, but candidates without prior experience working direct for the NHS would normally be appointed at the lowest point unless they can demonstrate the equivalent experience and then be eligible for incremental increases in future years.
Successful applicants for clinical posts up to and including Band 4 are expected to hold the national Care Certificate qualification and will be supported to attain this once in post.
The Trust is committed to equal opportunities, providing opportunities for flexible working and is a non-smoking organisation.
As a Trust we are passionate about Anti-Racism, Disability Inclusion, and LGBTQ+ Equality, and are committed to diversifying our staff team in all areas and at all levels of seniority to better reflect the diverse communities we serve. Therefore, we particularly welcome and encourage applications from people who belong to a minority or marginalised community, including from Black and Asian, Disabled (including hidden disabilities such as Neurodiversity, Mental Health, etc), or Lesbian, Gay, Bi, Trans or Queer (LGBTQ+) people.
Furthermore, Disabled applicants have the option of requesting that their application is considered under our Guaranteed Interview Scheme (GIS). Please indicate your intention to apply under the GIS in the relevant section of your application. Regardless of whether you participate in the scheme or have shared a disability, you will be provided the opportunity to request reasonable adjustments to the interview process at each stage of the recruitment process.
Due to the nature of the work some posts may be subject to a Standard Enhanced Disclosure and Barring Service (DBS) check, through the Disclosure and Barring Service as stipulated under part V of the Police Act 1997. Having a criminal record will not necessarily bar you from working with us; this will depend on the nature of the position and the circumstances of your offences.
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.
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