Band 4 Ward Administrator

Bsmhft; Birmingham; On-site; GBP 28,000 - 31,000; Part time

Job summary

Birmingham and Solihull Mental Health NHS Foundation Trust is seeking a part-time Ward Administrator for the Oleaster Centre in Birmingham. You will provide comprehensive administrative support to a male acute mental health inpatient ward, assisting across Monday to Friday mornings with some flexibility in start/end times.

You will be the main contact for patients, carers and professionals, ensuring accurate patient records, smooth ward processes and confidential handling of information in a

Qualifications

• NVQ level 3 or equivalent
• Level 4 or Diploma in Administrative related subject
• Experience in mental health or multidisciplinary service is desirable
• Proven minute-taking ability and accurate record-keeping
• Excellent organisational skills and confidentiality commitments

Responsibilities

• Provide comprehensive administrative support to the ward and multidisciplinary team
• Be the main administrative point of contact for patients, carers and staff
• Manage patient admissions, transfers and discharges with accurate documentation
• Maintain electronic patient records and ward information systems
• Handle correspondence, emails, calls and diary management
• Monitor ward supplies and procurement processes

Skills

Minute taking

MS Office proficiency

Mental health experience

Accuracy

Education

NVQ Level 3

Level 4 or Diploma in Administrative subject

Tools

Microsoft Office

Job description

Main area Administration Grade Band 4 Contract Permanent Hours Part time - 18.75 hours per week (Monday to Friday - mornings) Job ref 436-8314428

Site Oleaster Centre Town Birmingham Salary £28,392 - £31,157 per annum, pro rata Salary period Yearly Closing 19/10/2026 23:59

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.

Detailed job description and main responsibilities

Please see the attached Job Description and Person Specification for full details of the responsibilities and requirements of this role.

We are unable to support applications from job seekers who require sponsorship to work the United Kingdom (UK)

Qualifications

• NVQ level 3
• Level 4 or Diploma in Administrative related subject

Knowledge and Experience

• Minute Taking
• Highly proficient in using various Microsoft packages
• Experience of working in a Mental Health/Psychology or Multi-disciplinary based Service

Skills

• Accuracy

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.

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.

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.

Employer certification / accreditation badges

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.