Ward Administrator

CNWL; London Borough of Brent; On-site; GBP 24,000 - 28,000; Full time

Benefits offered by this job

Relocation package (subject to eligibl

Flexible working options

Bank assignments for many roles

Job summary

CNWL Brent Borough is seeking two administrative staff to provide efficient and confidential support for acute wards. The role involves handling documents, scheduling and coordinating meetings, and liaising with ward managers and other departments. A strong sense of discretion and organisational ability are essential.

These roles offer a pathway to develop in a busy NHS environment with opportunities for flexible working arrangements where possible.

Responsibilities

• Prepare and distribute documents by copy or audio typing.
• Deal with telephone calls, post and direct contacts with clients and agencies, referring complex matters to senior staff and taking messages.
• Photocopying and scanning of notes, uploading notes electronically on patient system.
• Ensure patient consent has been given when releasing confidential information to others.
• Deal with outgoing and incoming correspondence, ensuring timely distribution and tracking of actions and deadlines.
• Process referrals addressed to psychiatrists via the team’s single point of entry system.
• Process enquiries from service users within professional boundaries.
• Maintain filing system and record the movement of clients’ case notes according to Trust policies.
• Assist with input and retrieval of client details and clinical information.
• Assist with subject access requests for the ward.
• Assist with administration of clinical and professional meetings.
• Ensure all relevant paperwork is filed correctly in client files.
• Support the ward team by introducing systems to improve office practice.

Job description

Search here to find a new job, a new career, an opportunity to up skill or to simply change your career direction.

Become part of our team.

We care for you as much as you care for others.

There’s a place for you at CNWL.

CNWL (Central and North West London NHS Foundation Trust) has almost 8,000 staff providing integrated healthcare to a third of London’s population, Milton Keynes and areas beyond.

Our catchment area spans diverse communities, with over 100 first languages spoken. It contains areas of great affluence as well as areas of much deprivation. We are committed to providing services that meet the needs of the people who use them, and we actively encourage involvement from local people who can help make a difference. We’re proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME and people with disabilities to promote good relations and understanding between our staff.

We are recognised locally, nationally and internationally for providing high quality, innovative healthcare. We aim to employ only the best people, and our experts are frequently called upon to contribute to national health strategy and policy, and many models of our care have been adapted for use in other countries.

We offer a generous relocation package (subject to eligibility assessment) and flexible working options, including bank assignments for most roles. For more information on these and other benefits of working for us, see our Benefits, Reward and Wellbeing page

Become part of our team. We care for you as much as you care for others.

CNWL NHS Foundation Trust are committed to safeguarding all children and vulnerable adults and expect all staff and volunteers to share this commitment. We follow safe recruitment practices to protect children and vulnerable adults.

Job overview

An exciting opportunity has arisen for two exceptional administrators to join our Brent Borough to provide an efficient and effective administrative service to our acute wards. This includes handling documents of a confidential nature and performing a variety of administration duties as defined in the principal responsibilities of the post.

The post holder will be required to demonstrate excellent organisational and administrative skills and have the ability to work independently using high levels of discretion and judgement.

The post will be supervised and the post holder will liaise closely with other administration staff on a day-to-day basis as well as liaising with a number of key staff within Park Royal Centre for Mental Health, Ward Managers, Multi-Disciplinary Team within, other Senior Consultants within the Service, as well as other departments as necessary.

Main duties of the job

• Prepare and distribute documents by copy or audio typing (letters, assessments, psychiatric reports, discharge summaries, minutes of meetings, SARs.
• Deal with telephone calls, post and direct contacts with clients and internal and external agencies, referring complex matters to relevant senior members of staff and taking messages.
• Photocopying and scanning of notes, uploading notes electronically on patient system.
• Ensure patient’s consent has been given when releasing confidential information to others.
• Deal with outgoing and incoming correspondence, ensuring incoming mail is distributed as quickly as possible. Ensure that all actions, dates of meetings, and other relevant information are processed as appropriate. Ensure that all referrals addressed to psychiatrists are processed via the team’s single point of entry system.
• Process enquiries from service users within professional boundaries.
• Maintain filing system and record the movement of clients’ case notes according to Trust policies and procedures
• Assist with the input and retrieval of client details and clinical information
• Assist with subject access requests for the ward
• Assist with the administration of clinical and professional meetings
• Ensure all relevant paperwork is filed correctly in client files
• Support the ward team by introducing systems to affect good office practice

Working for our organisation

Central and North West London NHS Foundation Trust is committed to involve staff at all levels in the development of the organisation.

Your Continuing Personal and Professional Development will be encouraged and supported.

All managers should engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024.