Ward Administrator NHS AfC: Band 2

Job overview

We are looking for a flexible, enthusiastic person who has good interpersonal skills, excellent telephone manner you will have the ability to work under pressure providing a high quality service supporting the ward and its staff enabling the ward to run smoothly. They will also be willing to work across other wards/ units within the role when required.

The Ideal candidates will have a good understanding of IT, and knowledge of the Clinical Workstation/ Medway systems is desirable, though full training will be given.

Previous experience in a similar role is desirable but full training will be given.

Shifts will be worked over 5 X 7.5 hour shifts, must be available to work any day Mon-Sun between 7am – 9.30pm including Bank Holidays.

Interviews may include assessments and tasks, interviews will be held on TBC.

Successful applicant will require an Enhanced Disclosure Form from the Criminal Records Bureau.

Main duties of the job

To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards. To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary.

Please see the attached job description and person specification for full details.

Working for our organisation

St Helens & Knowsley Teaching Hospitals NHS Trust is the BEST acute Trusts in England for the THIRD year running!

The Trust is currently the only acute Trust in Cheshire and Merseyside, and is one of few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 350,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are also a Major Trauma Unit and the Mersey Regional Burns Unit.

Our ’5 Star Patient Care’ strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time

Detailed job description and main responsibilities

Ward Administrator Duties and Responsibilities

• Request outpatient appointments for patients

• Resolve patients, staff and visitor’s problems adopting a courteous manner at all times

• Welcome patients to come into the ward/area and keep them updated on bed availability

• Chase HRS (Health Record Supplements) for all inpatients and ward attenders

• Ensure any ward attender or outpatient activity is accurately recorded on the Medway system

• Book flights and taxis for out of area patients

• Arrange accommodation for relatives where necessary

• Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer

• Deliver and collect patients and staff mail within the ward

• Ensure adequate stationery is ordered in a timely manner and stored appropriately

• Organise ambulances for return and discharge of patients with North West Ambulance Service

• Create spreadsheets for ward information as required

• Request letters/patient information/medical records from other hospitals

• Create high quality signs and documents relating to ward information

• Report and follow up all IT faults to the IT helpdesk

• Attend ward meetings and any relevant courses

• Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required

• Provide clerical support to ward manager, including taking notes at meetings as necessary

• Photocopy any necessary documentation as directed by the ward manager

• Hand deliver any urgent diagnostic requests and pharmaceutical requests (TTO’s)

• Make deliveries of key documents and/or other items to other areas of the hospital as required

• Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area

• Print patient labels and wristbands

• Adhere to all relevant Trust policies and guidelines.

When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.

Addendum To Standard Duties:

Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:

Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)

• Prepare case note trolleys for three daily ward rounds
• Generate up to date list of patients requiring medical review on other wards for Physician of the Day
• Provide emergency out of hours Ward Administrator support to the Care Group
• Provide clerical support, including taking minutes as required, to the Ward Manager and Matron
• Ensure Health Record Supplements are maintained
• Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
• Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately
• Prepare ICU files for audit purposes
• Escort visitors to bereavement office as required
• Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary
• Liaise with social services, community midwifery teams, registry office, theatres, etc
• Generate hospital numbers for babies and unbooked mothers
• Ensure birth notifications completed

The duties contained in this job description are not intended to be exhaustive. It is intended that the post holder will be flexible in the duties that he/she performs. Following consultation with the post holder his/her duties may be varied from time to time, in order to meet changing priorities and to maintain the sections effectiveness. A review of the job description will be carried out on an annual basis or earlier if required