Detailed job description and main responsibilities

The Mother and Baby Unit Inpatient Service is a Specialised Unit with 12 beds for mothers and babies at the Bethlem Royal Hospital, Beckenham.

We specialise in the treatment of antenatal and postnatal illnesses. Our service is for women who develop a mental illness or have a relapse of serious mental illness during pregnancy, and women who have developed postnatal depression, post partum psychosis or have had a relapse of serious mental illness following the birth of their baby.

We support the mother in developing a relationship with her baby in order to reduce the impact of the mother's illness on the infant.

The administrator p[lays a key role in ensuring we deliver excellent care to those who use our service

•    Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary.
•    Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements.
•    Maintenance Call Logging: Log maintenance-related issues via Planet FM, ensuring timely reporting and resolution of any ward maintenance concerns.
•    Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward.
•    Team Collaboration: Work closely with the Senior Administrator, Housekeeper, and multidisciplinary ward staff, assisting with any additional ad-hoc administrative tasks and ensuring a collaborative work environment.
•    Ward Supplies Management: Oversee and maintain inventory of ward stationery and other supplies, placing orders through the eProcurement system as necessary to ensure continuous availability.
•    Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required.
•    Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards.
•    Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared.
•    Mail Management: Efficiently manage incoming and outgoing mail, ensuring timely and appropriate distribution.
•    Adaptability & Prioritization: Demonstrate flexibility and the ability to self-prioritize tasks effectively, managing a range of duties in a dynamic and fast-paced environment.
•    Training & Development: Participate in training and professional development opportunities as required, ensuring continuous personal and professional growth
•    Additional Duties: Undertake other duties deemed relevant by the service and as negotiated with the Senior Administrator and Ward Manager, supporting the overall effectiveness of the ward.

·       Email Monitoring & Query Resolution: Monitor the ward's incoming email inbox, responding to queries promptly and professionally, directing emails to relevant parties when necessary.

·       Data Protection Requests: Handle data protection requests in accordance with relevant regulations, ensuring confidentiality and compliance with legal requirements.

·       Maintenance Call Logging: Log maintenance-related issues via Planet FM, ensuring timely reporting and resolution of any ward maintenance concerns.

·       Administrative Support: Provide comprehensive administrative support to patients, visitors, and staff, ensuring smooth and efficient operations across the ward.

·       Team Collaboration: Work closely with the Senior Administrator, Housekeeper, and multidisciplinary ward staff, assisting with any additional ad-hoc administrative tasks and ensuring a collaborative work environment.

·       Ward Supplies Management: Oversee and maintain inventory of ward stationery and other supplies, placing orders through the eProcurement system as necessary to ensure continuous availability.

·       Referral Processing Support: Assist the Senior Administrator with the processing of patient referrals, ensuring accurate and timely completion when required.

·       Data Entry & Scanning: Take responsibility for the accurate scanning and data entry of patient information into the ePJS system, ensuring all records are maintained in accordance with organizational standards.

·       Meeting Scheduling: Coordinate and schedule meetings through various platforms, including Microsoft Teams, Zoom, and Microsoft Outlook, ensuring all necessary parties are informed and prepared.

·       Mail Management: Efficiently manage incoming and outgoing mail, ensuring timely and appropriate distribution.

·       Adaptability & Prioritization: Demonstrate flexibility and the ability to self-prioritize tasks effectively, managing a range of duties in a dynamic and fast-paced environment.

·       Training & Development: Participate in training and professional development opportunities as required, ensuring continuous personal and professional growth

·       Additional Duties: Undertake other duties deemed relevant by the service and as negotiated with the Senior Administrator and Ward Manager, supporting the overall effectiveness of the ward.