Ward Administrator

Cardiff and Vale University Health Board; Crawley; On-site; GBP 22,000 - 28,000; Part time

Benefits offered by this job

27 days annual leave plus bank/public

Excellent pension

Cycle to work scheme

Salary sacrifice car scheme

Wellbeing programme

Blue Light Card Discount

Free on site car park

Job summary

Cardiff and Vale University Health Board is seeking an experienced Ward Administrator to support a 19-bedded Acute Mental Health Ward. This part-time, on-site role involves processing enquiries, maintaining patient records on SystmOne, and handling a range of admin tasks to ensure smooth ward operations.

The successful candidate will have strong IT and communication skills, be highly organised and able to prioritise workload while working as part of a multidisciplinary team.

Qualifications

• NVQ 3 or equivalent qualifications.
• Good standard of secondary education; GCSE C or above or equivalent.
• Experience with a range of administrative procedures.
• Experience producing documents to a high standard of presentation with accuracy.
• Experience developing, managing and maintaining office information systems.
• Experience working as part of a team.

Responsibilities

• Act as first point of contact for the ward, managing reception duties, telephone calls, emails and general enquiries.
• Maintain accurate and up to date patient records on clinical systems such as SystmOne.
• Undertake a range of administrative duties including scanning, filing, typing, photocopying, and document management.
• Coordinate and schedule meetings, appointments, and ward related activities.
• Support effective communication between clinical staff, patients, carers, and external agencies.
• Order, receive, and monitor stock and supplies for the ward.
• Support data entry, reporting, and information management requirements.
• Ensure confidentiality is maintained in line with Trust policies and data protection requirements.
• Provide flexible administrative support to the wider ward team as required.

Skills

IT skills

Communication

Organisation

Teamwork

Education

NVQ 3 or equivalent

GCSE grade C or above

Tools

SystmOne

Outlook

Word

Excel

Job description

We are looking for an experienced, enthusiastic and well‑organised Ward Administrator to join our team on a 19‑bedded Acute Mental Health Ward. You will be required to work to a high standard of accuracy, demonstrate excellent organisational skills, and show initiative in planning and prioritising your own workload in a way that actively supports the smooth running of the ward. This is a part‑time job share opportunity, working Monday to Wednesday, alongside another Ward Administrator who works Thursday and Friday. Due to the nature of the role, this is an on‑site position.

• Act as first point of contact for the ward, managing reception duties, telephone calls, emails, and general enquiries
• Maintain accurate and up to date patient records on clinical systems such as SystmOne
• Undertake a range of administrative duties including scanning, filing, typing, photocopying, and document management
• Coordinate and schedule meetings, appointments, and ward related activities
• Support effective communication between clinical staff, patients, carers, and external agencies
• Order, receive, and monitor stock and supplies for the ward
• Support data entry, reporting, and information management requirements
• Ensure confidentiality is maintained in line with Trust policies and data protection requirements
• Provide flexible administrative support to the wider ward team as required

Good IT skills are essential, including Outlook, Word, Excel and electronic patient record systems such as SystmOne (training will be provided), alongside strong communication and interpersonal skills to liaise effectively with the multidisciplinary team and handle telephone enquiries professionally and confidentially. You may receive complex calls from patients, carers, and professionals, which must be managed appropriately, so a calm and professional telephone manner is essential.

• NVQ 3 or equivalent qualifications
• Good standard of secondary education; GCSE at Grade C or above or equivalent, Proven experience of a range of administrative procedures
• Experience of producing documents to a high standard of presentation with good accuracy
• Experience of developing, managing and maintaining office information systems
• Experience of working as part of a team, Proven experience of a range of administrative procedures
• Experience of producing documents to a high standard of presentation with good accuracy
• Experience of developing, managing and maintaining office information systems
• Experience of working as part of a team

Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

• 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
• Excellent pension
• Cycle to work scheme
• Salary sacrifice car scheme
• Wellbeing programme
• Blue Light Card Discount
• Free on site car park