Critical Care Administrator

Job overview

The Ward Administrator plays a vital role in supporting the smooth and efficient operation of the Critical Care unit at Worthing Hospital. As the first point of contact for patients, visitors, and staff, the postholder provides high‑quality clerical, administrative, and reception support that underpins safe, compassionate, and timely patient care.

Working under the direction of senior colleagues, the Ward Administrator ensures that patient information is accurate and accessible, case notes are managed effectively, appointments are booked in line with Trust and national standards, and communication across the multidisciplinary team is clear and efficient. The role also supports patient flow by coordinating key administrative processes, managing records on Trust systems, and assisting with discharge preparations.

This is a busy and varied role requiring excellent communication skills, strong organisational ability, and a calm, compassionate approach—particularly when working with distressed patients or relatives in a fast‑paced clinical environment. The Ward Administrator is an essential part of the Critical Care team and contributes to the Trust’s Excellent Care Everywhere mission by helping to deliver excellent care every time.

Main duties of the job

The Ward Administrator plays a key role in ensuring the smooth and efficient running of the Critical Care by providing high‑quality clerical and administrative support. This includes welcoming and directing patients and visitors, managing telephone enquiries, and ensuring accurate communication across the multidisciplinary team. The role requires maintaining and organising patient case‑notes, updating information on systems such as PAS, CareFlow,  ICCA, and MediViewer, and supporting the booking of appointments and planning of patient discharges. A calm, compassionate approach is essential when dealing with distressed patients or relatives, as well as when navigating the fast‑paced and sometimes challenging ward environment.

In addition to administrative duties, the Ward Administrator supports patient flow and wider ward efficiency by coordinating documentation, ordering equipment and supplies, and ensuring the timely preparation of notes for admissions and ward attenders. The role also contributes to staff support through e‑rostering processes, assisting with daily workload organisation, and collaborating closely with nursing and medical teams. Commitment to learning and development, upholding Trust values, and contributing to the Excellent Care Everywhere culture are central expectations of the role, reflecting its importance in delivering excellent patient care and supporting a positive, inclusive workplace.

Detailed job description and main responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.

Summary of Main Duties

Communication

• Greet and direct patients, visitors, and staff in a professional manner.
• Answer telephone calls promptly, provide non-clinical information, and relay messages to the appropriate team members.
• Handle difficult or sensitive situations calmly and respectfully.
• Liaise with GP surgeries and external agencies to gather patient information.
• Support staff and patients by arranging referral and clinic appointments.

Service Delivery & Administration

• Prioritise and manage daily clerical tasks to support smooth ward operations.
• Prepare, organise, and maintain patient case notes and ensure they are available for admissions and ward attenders.
• Input and update patient information accurately on hospital systems.
• Assist with patient discharge processes, including printing summaries, booking transport, and organising documentation.
• Maintain adequate ward supplies and order equipment as required.
• Support outpatient appointment scheduling in line with Trust procedures and national targets.

People Management & Support

• Contribute to staff rostering and workforce planning using e‑rostering processes.
• Demonstrate tasks to other staff when needed and work independently with minimal supervision.
• Assist the Critical Care technician in cleaning and maintaining ventilators and other essential critical care equipment.  Ensure service is maintained in the absence of the technician including the ordering of specialist critical are stock.

Patient Care Support

• Provide basic non-clinical assistance to patients, such as refreshments or information about ward routines.
• Support bereaved relatives sensitively and provide bereavement information when appropriate.
• Act as fire warden when trained.

Learning & Development

• Participate in mandatory training and personal development activities.
• Engage in appraisal processes and identify areas for ongoing learning.