Ward Administrator

Job overview

We are seeking a Fixed Term Contract Ward Administrator to join our team for 8 months. You will work alongside other Ward Administrators to ensure the smooth operation of the Wards in City & Hackney.

The post holder is responsible for providing a comprehensive range of reception and administrative duties and welfare functions, ensuring all duties are carried out efficiently, effectively and to a high standard. The post holder will be expected to work flexibly and contribute to the smooth functioning of the systems underpinning the Inpatient Ward.

The post holder will be required to work in a busy and demanding environment without direct supervision and work closely with the Modern Matron and Clinical Nurse Manager. It is expected that the post holder will exercise initiative to contribute towards service development. The ability to multi-task is essential.

Main duties of the job

The postholder will be responsible for providing day to day administrative support to the service.

To assist with collating all information relating to patients and ensuring that patient files are kept up to date and are regularly reviewed and archived.

To assist with ensuring that all correspondence and key clinical information written or received in relation to patients are collected and filed on a regular basis in the appropriate section in the case record. To be responsible for maintaining an up to date electronic case record via the entering of data onto RiO or other trust electronic system on a daily basis ensuring relevant time scales are met, so as to ensure that information can be retrieved whenever necessary and to meet agreed trust targets and objectives.

Our clinical teams rely on efficient administration systems and processes. This includes accurate data collection and accurate data reporting and analysis.

Detailed job description and main responsibilities

• To provide comprehensive administrative support for female Ward. This will include liaising with multi-disciplinary staff, service users and their families. Also maintaining effective working relationships with other professionals including Community Teams, Occupational Therapists, Psychologists, Social Services and interpreting services.
• To have excellent verbal, written, communication and minute taking skills. To type correspondence when required.
• To undertake general office duties including photocopying, collating and binding of documents, filing, laminating, faxing, organising refreshments and hand outs/presentations for meetings as necessary. Also maintain a constant supply of information leaflets, booklets and appointment cards for the service.
• To receive incoming calls to the ward, answering calls politely, identifying oneself and dealing with queries in a courteous, friendly and helpful manner. To ensure messages are clear and are disseminated promptly. The post holder will exercise discretion when handling, monitoring and filtering calls, keeping within data protection, customer care and confidentiality guidelines.
• To be able to acknowledge verbal complaints referring on to Clinical Nurse Manager or Modern Matron where appropriate.
• To have the ability to remain calm and sensitive in difficult and stressful situations.
• To ensure the registration of new patient admissions, referrals, discharges, leave status and clinic appointments of service users on the Trust electronic patient system (RIO) within agreed timescales. To also alert the clinical ward team of any emergency or urgent referrals to the service.
• To undertake the inputting of activity data on to the appropriate information systems (centralised and local) and to assist in the collation of statistical information for the purpose of service evaluation.
• To upload to the Trust electronic patient system all necessary documentation in relation to service users and ensure robust checks of information entered onto the electronic system to reduce the incidence duplication and ensure quality.
• To generate, maintain, close and archive medical patient files as appropriate in line with record keeping policies.
• Maintain safe custody and confidentiality of service user medical records both computerised and limited paper records for duration of Inpatient stay.
• To maintain a standard filing system ensuring the updating of electronic patient records, filing of patient notes, correspondence, questionnaires etc.,
• To distribute discharge information providing clinical information to (other) community services, including provision of sensitive information as required.
• To ensure that all incoming post is date stamped and distributed to the appropriate persons.
• In conjunction with the Clinical Nurse Manager, ensure food orders/stationery supplies are raised in line with local procedures.
• To ensure office/ward equipment is maintained and reported for repair as necessary, including making special arrangements for the repair of equipment as advised by the Clinical Nurse Manager/Modern Matron.
• Report to the Clinical Nurse Manager/Modern Matron any issues that are of concern relating to health and safety of the ward.
• To work closely with the Modern Matron to ensure efficient systems are developed and maintained to produce reports for the service. These reports to include areas for monitoring and reporting set by NHS England and directed by the Modern Matron (e.g. average bed occupancy reports, referral data analysis, patient satisfaction reports, carer satisfaction reports and referrer satisfaction reports)
• To work closely with the Clinical Nurse Manager and Modern Matron to develop and maintain efficient systems to record and monitor staff training activity.

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.