Integrated Hospital Discharge Administrator

Job overview

The post holder will work as an Administrator within the Hospital Discharge Team at the UHLG Royal Liverpool site, providing essential administrative support to the multidisciplinary team in facilitating safe and timely discharge from hospital.

As an integral member of the team, the post holder will support the coordination of patients through the discharge process, helping to ensure effective communication between ward teams, discharge services, community providers, Local Authorities and other system partners.

The role will support a Home First and Discharge to Assess approach, helping patients to move from hospital to the most appropriate community setting or service as soon as they are ready to leave hospital.

Working closely with Complex Discharge Nurses, ward-based teams, therapists, social care colleagues and external partners, the post holder will assist with the coordination and monitoring of discharge arrangements, ensuring information is communicated effectively and appropriate actions are progressed.

The Administrator will provide effective administrative support to the Hospital Discharge Team, maintain accurate records and support the coordination of referrals and discharge activity, escalating issues to senior members of the team where appropriate.

Main duties of the job

• Act as a key point of contact for the Hospital Discharge Team, liaising with ward teams, patients, families, community services, Local Authorities and system partners.
• Support the coordination and progression of discharge arrangements, escalating delays, concerns or barriers appropriately.
• Facilitate effective communication between multidisciplinary teams and partner organisations to support safe and timely transfers of care.
• Manage telephone, electronic and face-to-face enquiries professionally and sensitively, ensuring information and messages are communicated appropriately.
• Maintain accurate and timely patient and service records in line with organisational requirements.
• Support the receipt, coordination and administration of referrals to the Hospital Discharge Team.
• Organise and prioritise workload effectively, responding flexibly to changing service demands.
• Work within the boundaries of the administrative role, seeking advice or escalating to clinical or senior colleagues when required.
• Support service and quality improvement activities, including audits, data collection and monitoring.
• Provide general administrative support, including correspondence, documentation, meetings and management of supplies and resources.
• Maintain and develop knowledge and skills relevant to the role through continued learning and development.

Detailed job description and main responsibilities

The post holder will provide comprehensive administrative support to the Hospital Discharge Team at the UHLG Royal Liverpool site, working as an integral member of the wider multidisciplinary discharge service.

The post holder will support the effective coordination of patient discharges, ensuring that administrative processes are completed accurately and in a timely manner. The role will involve regular communication with ward-based teams, Complex Discharge Nurses, therapy teams, social care colleagues, community services, Local Authorities and other system partners involved in supporting patients to leave hospital.

The post holder will work within agreed processes and procedures, using initiative to prioritise workload and taking appropriate action to support patient flow. Any clinical concerns, complex discharge issues or matters outside the scope of the administrative role must be escalated to the appropriate clinical or senior member of the Hospital Discharge Team.

Discharge Coordination and Patient Flow

• Provide administrative support to the Hospital Discharge Team in the coordination and progression of patient discharges.
• Support the identification, tracking and progression of patients requiring input from the Hospital Discharge Team.
• Support ward teams and Complex Discharge Nurses with the administrative elements of discharge planning and onward referrals.
• Assist with the coordination of referrals to community, social care and other relevant services in accordance with agreed processes.
• Ensure relevant information is communicated promptly to the appropriate teams and partner organisations to minimise avoidable delays.
• Monitor outstanding administrative actions relating to discharge and follow these up with the appropriate service or professional.
• Support the timely transition of patients from the acute hospital setting to the appropriate community setting or onward service.
• Escalate identified delays, incomplete information or barriers to discharge to the appropriate member of the Hospital Discharge Team.
• Contribute to a Home First and Discharge to Assess approach, supporting timely discharge once patients are clinically ready to leave hospital.

Communication and Liaison

• Act as a key administrative point of contact for the Hospital Discharge Team.
• Maintain effective communication with ward teams, Complex Discharge Nurses, therapists, social workers, community teams, Local Authorities and other system partners.
• Respond to telephone, electronic and face-to-face enquiries in a professional, courteous and sensitive manner.
• Receive, record and communicate messages accurately, ensuring urgent matters are escalated appropriately.
• Liaise with internal and external services to obtain or communicate information required to progress discharge arrangements.
• Support effective multidisciplinary and multi-agency communication, recognising the need to maintain appropriate confidentiality at all times.
• Communicate sensitively and professionally with patients, relatives and carers when required, referring clinical or complex queries to an appropriate member of the clinical team.

Administration and Record Keeping

• Maintain accurate, contemporaneous and complete administrative records relating to discharge activity.
• Accurately input and update information on relevant Trust systems in accordance with local procedures.
• Support the maintenance of patient tracking information to provide the team with an accurate picture of current discharge activity.
• Undertake general administrative duties including correspondence, electronic documentation, scanning, filing and information management as required.
• Support the preparation and distribution of documentation associated with referrals and transfers of care.
• Provide administrative support for meetings, huddles or other discharge-related activities where required, including recording agreed actions.
• Maintain organised electronic and paper-based records in accordance with Trust information governance and records-management requirements.

Workload Management

• Plan, organise and prioritise own daily workload, responding flexibly to changing service demands.
• Manage competing priorities within a busy operational discharge environment.
• Identify urgent administrative actions that could affect a patient's discharge and ensure these are progressed or escalated appropriately.
• Work independently within clearly defined procedures while recognising when advice or support is required.
• Provide appropriate administrative support across the Hospital Discharge Team according to operational demand.
• Work collaboratively with administrative colleagues to maintain appropriate service cover and continuity.

Data, Performance and Service Improvement

• Support the collection and maintenance of accurate information relating to discharge activity and service performance.
• Assist with audits, data collection and quality improvement initiatives within the Hospital Discharge Team.
• Support the team in identifying administrative issues that may contribute to delays or duplication within discharge processes.
• Contribute to the implementation of agreed improvements to administrative processes.
• Participate in team meetings and contribute constructively to discussions regarding service delivery and improvement.

Professional Responsibilities

• Maintain patient confidentiality and handle sensitive information appropriately at all times.
• Work within the boundaries of the Band 3 administrative role and not provide clinical advice or make clinical decisions.
• Recognise situations requiring clinical or senior input and escalate promptly to the appropriate member of staff.
• Maintain a professional and respectful approach when dealing with patients, families, colleagues and partner organisations.
• Demonstrate awareness of equality, diversity and inclusion and ensure patients, carers and colleagues are treated with dignity and respect.
• Comply with relevant Trust policies, procedures and statutory requirements.
• Undertake mandatory training and maintain competencies appropriate to the role.
• Demonstrate a commitment to personal development and actively participate in supervision, appraisal and development opportunities.
• Undertake other administrative duties appropriate to the Band 3 role as reasonably required to support the effective operation of the Hospital Discharge Team.

Summary of Role

The Band 3 Hospital Discharge Team Administrator is a key operational role supporting safe, effective and timely patient discharge. The post holder will provide the administrative coordination that enables discharge actions, referrals and communication to progress efficiently, while ensuring that clinical decision-making remains with the appropriate registered professionals.

The role requires an individual who is organised, responsive and able to work across professional and organisational boundaries within a fast-paced hospital environment, with a strong focus on supporting patient flow and ensuring patients move to the right service or setting without unnecessary delay

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.