Detailed job description and main responsibilities

MDT & Meeting Support

• Attend MDT meetings and provide administrative advice on matters relating to service delivery.

• Take accurate notes and minutes of clinical and administrative meetings, ensuring actions are followed up in a timely manner.

• Present complex information clearly, both verbally and using IT systems.

Patient Records & Information Management

• Update patient records and the inpatient Ward Hub on the electronic patient record system (SystmOne).

• Scan and upload documentation to patient records in line with information governance requirements.

• Extract and collate data from information systems and data warehouses, including DCIQ and Power BI.

Ward & Service Administration

• Manage day-to-day administrative demands of the service, resolving issues in collaboration with the Ward Manager and clinical leads.

• Use initiative to escalate urgent or high-risk matters to the Ward Manager when required.

• Assist with reporting and raising maintenance requests and ensure they are actioned within agreed timescales.

• Monitor and raise purchase requisitions for stationery, services (e.g. interpreters), and departmental supplies.

Diary, Inbox & Communication Management

• Support the Ward Consultant Psychiatrist with planning and managing the ward diary.

• Manage the ward inbox and Outlook calendars, including setting up MS Teams meetings and monitoring attendance and availability.

• Receive, prioritise, and respond to emails appropriately, forwarding to relevant staff when required.

Secretarial & Governance Support

• Provide secretarial support to the Ward Manager, including arranging meetings and team events.

• Type correspondence and clinical documentation as required.

• Log incidents on DATIX and support audits as requested.

• Update ESR with appraisal, supervision, and mandatory training information.

• Prepare and forward tribunal documentation to solicitors for Mental Health Act hearings.

Staff Supervision & Workforce Support

• Where applicable, supervise, support, and manage the Band 3 Ward Administrator, including monthly supervision and annual appraisals.

• Organise annual leave for administrative staff to ensure adequate service cover.

• Coordinate administrative cover during periods of sickness or increased workload.

• Provide mutual support to colleagues during times of service pressure.

Duties in the Absence of the Band 3 Administrator

• Undertake general administrative tasks such as typing, copying, scanning, printing, and laminating.

• Onboard new starters, ensuring appropriate access to systems and software.

• Support staff with setting up meeting rooms and booking rooms as required.

Flexibility of Role

• The post holder will work within a rapidly changing service environment.

• This job description reflects the core duties of the role but is not exhaustive and may be reviewed or amended in line with service needs.