Complex Outpatient Antibiotic Therapy Administrator

Job overview

The service provides long term oral antibiotic management when frequent monitoring and reviews are needed. By collaborating with medical and surgical teams we aim to provide safest and most patient specific treatment options for any infection. COpAT team is a part of the Outpatient Parenteral Antibiotic Therapy (OPAT) service which provides intravenous antibiotics for patients who do not require staying at the hospital.

Main duties of the job

The purpose of this role is to provide an efficient and high standard of clerical service to the COPAT Service; to ensure that a welcoming and professional greeting service is provided to patients and visitors; to ensure the smooth running of the admission and discharge process for patients to the service and to ensure accurate and timely completion of databases.

Detailed job description and main responsibilities

The Ward Clerk is the first point of contact for patients, relatives, and visiting staff, providing a professional and welcoming reception service to the ward. The post‑holder supports the smooth running of the clinical area by delivering high‑quality administrative, clerical and organisational support, ensuring that patient records, admissions processes, and communication systems are maintained to a high standard. The role contributes directly to patient flow, data accuracy and overall ward efficiency.

• Act as the first point of contact in person and via telephone for patients, relatives, carers and staff. • Provide a courteous and helpful welcome to the ward and respond to enquiries sensitively and professionally. • Give accurate information on admissions, discharges, visiting times, parking, expenses, accommodation and general queries. • Support patients and relatives with accessing information and services as needed.
• Collect personal and confidential information at admission and ensure correct consultant allocation. • Record all admissions, attendances, transfers and discharges promptly and accurately on the patient administration system. • Ensure all processes comply with the Data Protection Act and Trust procedures regarding patient records. • Monitor completion of discharge letters and report weekly to the lead nurse where letters are outstanding beyond 24 hours. • Assist clinical staff with coordinating patient discharges, including liaison with transport providers and arranging TTOs.
• Book, request and track medical records in line with Trust protocols. • Maintain an organised and up‑to‑date filing system, ensuring all notes are complete and ordered correctly. • Liaise with other hospitals or departments to obtain or return medical records for authorised users. • Scan and file reports, ensuring timely upload to patient records. • For out‑of‑area patients, ensure discharge summaries and relevant documentation are forwarded to the correct hospital or clinical team. • Liaise with clinical coders to ensure accurate and timely coding of discharged patients.
• Print daily lists, maintain ward diaries and update noticeboards and documentation as required. • Carry out general administrative duties including filing, photocopying, post management and ordering stationery. • Maintain adequate stock levels of essential stationery and consumables. • Book investigations, transport and follow‑up appointments, ensuring details are communicated to patients and staff. • Distribute and redirect ward mail appropriately. • Issue car parking forms for patients and relatives.
• Work closely with the shift coordinator and nursing team to support effective patient flow. • Provide clerical support to staff in arranging discharges and coordinating patient movement. • Participate in ward audits or surveys as requested by the Ward Manager. • Offer cover for other ward clerks during leave or absence to ensure continuity of service.
• Undertake any other duties appropriate to the role and grade as directed by the Ward Manager. • Participate in the induction, training and support of new team members. • Maintain and develop the knowledge and skills required for effective performance, undertaking mandatory and in‑house training as agreed. • Demonstrate a commitment to the values and standards of the Trust, promoting a positive, patient‑centred environment.