Job Description

We are looking for a friendly, organised and reliable person to join our busy ward team as a Ward Administrator.
In this important role, you will provide a wide range of administrative support to help the team run smoothly day to day. You will be a key point of contact for other departments, services, and members of the public - so a positive, professional approach is essential.
You will help maintain a welcoming and efficient office environment, and take responsibility for looking after patient records in line with Trust policies and procedures.
This is a great opportunity to be part of a supportive team and make a real difference to the experience of our patients and staff.
Main duties of the job
As our Ward Administrator, you will play a vital role in supporting the day-to-day running of the ward by providing a full and efficient administrative service. You will be in regular contact with a wide range of staff, patients and carers, some of whom may be distressed, so being calm, compassionate and approachable is really important.
Some of your key responsibilities will include:
Providing comprehensive admin support to the team, including handling correspondence, supporting the admission and discharge process, and ensuring all paperwork is completed accurately and on time.
Managing clinical information systems on the ward and ensuring patient records are created, updated, retrieved, and archived correctly.
Keeping Mental Health Act paperwork up to date and ensuring all necessary forms are available.
Maintaining well-organised filing systems and databases, making sure all documents are stored securely and in line with Trust policy.
Preparing agendas, taking minutes, and following up on actions from team meetings.
Updating our patient system with admission, referral and discharge information.
This role is ideal for someone who enjoys being organised, takes pride in their work, and wants to be part of a supportive team making a real difference in people's lives.
About us
You will be based within the ward office in the heart of the hospital, working with friendly and supportive colleagues and receiving regular supervision.
You will benefit from free onsite parking, generous pension and holiday entitlement and free Employee Assistance Programme.
Details
Date posted
19 September 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
24,937 to 26,598 a year per annum
Contract
Permanent
Working pattern
Full-time
Reference number
354-AN-20870
Job locations
Langley Green Hospital
Crawley
RH117EJ
Job description
Job responsibilities
Provide comprehensive and efficient administrative support to the ward team, including managing all correspondence and ensuring admission and discharge processes are followed and accurately completed within set timeframes.
Maintain the clinical information systems on the ward, particularly in relation to patient case records, ensuring they are kept up to date and accurate in line with Trust policies and procedures.
Create new files as required, update labels and information sheets, and file all documentation in a clear and logical system.
Handle all information confidentially and responsibly.
Ensure Mental Health Act (MHA) documentation is up to date, with sufficient forms available, and that Section 17 papers are correctly completed and filed.
Maintain comprehensive filing and database systems to ensure all documents and correspondence are stored accurately.
Establish and maintain office systems.
Accurately input patient details into the CIS system, including open referrals and discharges.
Input patient discharge details and ensure discharge summaries are sent to the GP within specified timeframes, maintaining records of this process.
Carry out regular audits of patient files to ensure compliance with Trust policy.
Organise transport, interpreters, and other services for patients as needed.
Handle patient monies and personal property, ensuring these are securely stored according to operational policy.
Provide reception services for the ward, including managing the door security system, greeting visitors, and dealing with phone calls sensitively and professionally.
Record and relay messages accurately, ensuring appropriate follow-up and effective communication.
Act as the first point of contact for the team during office hours, including responding appropriately in emergencies and liaising with internal and external contacts.
Ensure ward noticeboards are kept up to date with relevant information for patients and staff.
Liaise with external agencies and other departments across the Trust.
Manage team diaries and prioritise competing demands.
Process incoming and outgoing mail, and undertake photocopying, scanning, and faxing tasks.
Ensure MHA statutory forms and other required forms are always available.
Keep the nursing office organised and up to date with relevant ward information.
Support room allocation and ensure stationery supplies are maintained.
Follow departmental policies related to building and information security.
Provide cover for other ward administrative staff and Reception as needed.
Participate in supervision, training, and appraisal as part of personal and professional development.
Undertake any other duties required to support the smooth running of the ward.
Job description
Job responsibilities
Provide comprehensive and efficient administrative support to the ward team, including managing all correspondence and ensuring admission and discharge processes are followed and accurately completed within set timeframes.
Maintain the clinical information systems on the ward, particularly in relation to patient case records, ensuring they are kept up to date and accurate in line with Trust policies and procedures.
Create new files as required, update labels and information sheets, and file all documentation in a clear and logical system.
Handle all information confidentially and responsibly.
Ensure Mental Health Act (MHA) documentation is up to date, with sufficient forms available, and that Section 17 papers are correctly completed and filed.
Maintain comprehensive filing and database systems to ensure all documents and correspondence are stored accurately.
Establish and maintain office systems.
Accurately input patient details into the CIS system, including open referrals and discharges.
Input patient discharge details and ensure discharge summaries are sent to the GP within specified timeframes, maintaining records of this process.
Carry out regular audits of patient files to ensure compliance with Trust policy.
Organise transport, interpreters, and other services for patients as needed.
Handle patient monies and personal property, ensuring these are securely stored according to operational policy.
Provide reception services for the ward, including managing the door security system, greeting visitors, and dealing with phone calls sensitively and professionally.
Record and relay messages accurately, ensuring appropriate follow-up and effective communication.
Act as the first point of contact for the team during office hours, including responding appropriately in emergencies and liaising with internal and external contacts.
Ensure ward noticeboards are kept up to date with relevant information for patients and staff.
Liaise with external agencies and other departments across the Trust.
Manage team diaries and prioritise competing demands.
Process incoming and outgoing mail, and undertake photocopying, scanning, and faxing tasks.
Ensure MHA statutory forms and other required forms are always available.
Keep the nursing office organised and up to date with relevant ward information.
Support room allocation and ensure stationery supplies are maintained.
Follow departmental policies related to building and information security.
Provide cover for other ward administrative staff and Reception as needed.
Participate in supervision, training, and appraisal as part of personal and professional development.
Undertake any other duties required to support the smooth running of the ward.
Person Specification
Qualifications
Essential

• NVQ 3 or equivalent qualifications
• Good standard of secondary education; GCSE at Grade C or above or equivalent

Desirable

• RSA 3 or equivalent experience and evidence of further practical experience or equivalent

Person Specification
Qualifications
Essential

• NVQ 3 or equivalent qualifications
• Good standard of secondary education; GCSE at Grade C or above or equivalent

Desirable

• RSA 3 or equivalent experience and evidence of further practical experience or equivalent

Skills Required