Job overview Surrey and Borders Partnership is looking for someone to ensure smooth running of the ward by providing comprehensive, efficient and high quality secretarial and administrative services. This will involve prioritizing and organizing the day - to - day workload while maintaining confidentiality of information throughout the full range of duties involved. Location: Surrey and Boarder, Farnham Road Hospital Working Pattern: Monday to Friday 9 AM to 5 PM Working hours: 37.5 hours per week Advert Act as a key member of the multidisciplinary team (MDT), providing comprehensive administrative and secretarial support to ensure the effective running of the ward and service. Support the Ward Manager and Consultant Psychiatrist with diary management, coordination of meetings, and service organisation. Ensure accurate maintenance of patient records and administrative systems, including electronic patient record systems. Manage and prioritise a varied workload in a fast-paced, dynamic clinical environment, using initiative to resolve issues and escalate urgent matters appropriately. Provide leadership, supervision, and support to administrative staff where required, ensuring continuity of service delivery. Contribute to the smooth operation of the service during periods of change, high demand, or staff absence. Working for our organisation Working for our organization Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire. We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organizations who provide services and support people who use services and carers. Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast. Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach. For international travel, both Gatwick and Heathrow airports are nearby. Would you like to work in an organisation that sits in the top 10 best NHS Mental Health, Learning Disability and Community Services Trusts to work for? This ranking is based on staff feedback in the 2023 NHS Staff Survey. 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.