Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 364-A-8948
- Employer
- Essex Partnership University NHS Foundation Trust
- Employer type
- NHS
- Site
- Brockfield House
- Town
- Runwell
- Salary
- £24,625 - £25,674 Per annum
- Salary period
- Yearly
- Closing
- 21/05/2025 23:59
Employer heading
Ward Clerk
Band 3
About Us
EPUT provides community health, mental health and learning disability services to support more than 3.2 million people living across Bedfordshire, Essex and Suffolk. Also:
- We are among the largest employers in the in the East of England region, with more than 10,000 staff working across more than 200 sites.
- We run the COVID-19 vaccination programme across mid and south Essex and Suffolk and north east Essex.
EPUT was formed on 1 April 2017 following the merger of North Essex Partnership University NHS Foundation Trust (NEP) and South Essex Partnership University NHS Foundation Trust (SEPT). A new leadership team was established at the Trust in 2020.
Our vision and values
Our Vision
“To be the leading health and wellbeing service in the provision of mental health and community care”.
Our Purpose
“We care for people every day. What we do together, matters”.
Our Values
- We Care
- We Learn
- We Empower
Our strategic objectives
- We will deliver safe, high quality integrated care services.
- We will enable each other to be the best that we can.
- We will work together with our partners to make our services better.
- We will help our communities to thrive.
Our services
- Mental Health Services
- Community Health Services
- Learning Disabilities Services
- Social Care
Find out more about the services we offer in our service directory.
Job overview
The role of the Ward Administrator requires a passion for making a difference to join our team, helping to ensure the safe and smooth running of services for the people in our care.
The post holder will be expected to provide clerical, administrative and information technology support to nursing and other staff in relation to the needs of patients being cared for within the Unit. Although primarily based within a particular area/ward, the post holder maybe required to work anywhere within the Trust to cover short-term absence. The post holder will work under the direction of the Admin Area Lead / Ward Manager in supporting the smooth running of the service.
The role requires close co-operation with a range of other administrative staff with good communication and cooperation with the nursing team vital to the role. The post demands having the ability to communicate at all levels with patients, families / carer’s, medical and nursing colleagues to maintain a high standard of customer service to meet the needs of the patient and their families.
Main duties of the job
You will be required to skillfully manage all incoming and outgoing telephone calls to the clinical team, managing all calls in a polite and efficient manner. You will be required to receive and deal with telephone enquiries to the service, reaching out to and responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable patients and family / carer’s. You will maintain confidentiality at all times in line with Trust policies & procedures.
You will be required to record accurate messages and follow them up appropriately in accordance to department guidelines.
To deal face to face with patients and families / carer’s seeking further help or information. To be aware of the needs of patients and to deal in an appropriate manner with patients who can be hostile, abusive or aggressive.
To exchange confidential and / or sensitive information with staff, patients, and families / carer’s in person or on the telephone. The patients presentation means that persuasive, reassuring, empathic, skills are required at all time
Be responsible for ensuring all correspondence is accurately and appropriately presented using Trust standard templates in line with Trust policies & procedures.
To be skilled and experienced in the full range of administration practices, software programmes and specialised functional term
Working for our organisation
EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer
The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment
Join our Staff bank
What is Staff Bank?
Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.
All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.
If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
Detailed job description and main responsibilities
To receive, prioritise and organise communications to the team, working with the Ward Manager to ensure relevant communications are made available to the staffing team.
To facilitate the distribution of incoming and outgoing mail including emails in conjunction with the Nurse in Charge and Ward Manager.
To use your own initiative to organise, prioritise and coordinate workload ensuring that deadlines are met.
Provide and assist in the provision of audit data when required
To manage and organise own time to work efficiently and adhere to deadlines to enable the smooth running of the department.
To report any Estates & Facilities issues, with a clear process in place to monitor actions taken, completion of works or escalation process where works are not completed within a reasonable time.
To maintain diaries, both electronic and paper. To arrange appointments and meetings via electronic systems.
To help facilitate the organisation of any meetings requested by nursing staff, staff debriefs and the weekly multidisciplinary team meetings.
To concentrate on completing tasks during periods of frequent interruption from the staff and patients and switching attention.
To manage deadlines with unpredictable work patterns.
To provide cover during periods of sickness and Annual Leave to other Ward Administrators as a buddy.
To support Reception staff with covering breaks.
Person specification
Education/Qualifications
Essential criteria
- Good Standard of Education
- IT Skills equivalent to RSA3, NVQ3 or relevant experience of Microsoft Word Packages
Knowledge
Essential criteria
- Good oral communication skills based on fluency of English Language
- Ability to assist both patients and clinical colleagues with non-clinical information relating to community appointments
- Methodical organised approach to work with good attention to detail
Desirable criteria
- Knowledge of trust ITT systems and software packages, including Mobius, Q-Flow, SystmOne etc.
Skills
Essential criteria
- General Administration
- Ability to communicate both verbally and in writing routine information
Desirable criteria
- Proven experience of working in the NHS in a clerical role
Employer certification / accreditation badges
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.
Documents to download
Further details / informal visits contact
- Name
- Hayley Wootton
- Job title
- Integrated Clinical Lead
- Email address
- [email protected]
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