Ward Administrator

Job overview

The ward clerk helps provide  day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes, booking transport, and ordering supplies and bed hire.   As well as being responsible for maintaining the notes and ensuring all information governance and infection control standards are kept at all times and report any findings to the ward sister.

Main duties of the job

To support the administration service in recording patient information, making appointments, dealing with enquiries and liaising with clinicians. You will be required to work within the multi-disciplinary team in a ward area.

To provide and effecting day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, booking transport, ordering supplies , and bed hire. Additionally the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes.

Managing admission and discharging patients using trust software programmes ensuring  essential computer skills , additionally some manual paperwork documentation all in a timely manner. Being a good communicator with good interpersonal skills is essential for the role.

To answer telephone queries , families, other departments, be the meet and greet to the ward. To adopt a caring compassionate approach as you will often be a first contact for people who may be very anxious  when coming to the ward.

please see job description & person specs for full details

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.

To support the administration service in recording patient information, making appointments, dealing with enquiries and liaising with clinicians. You will be required to work within the multi-disciplinary team in a ward area.

To provide and effecting day-to-day clerical support to facilitate the smooth running of the ward under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, booking transport, ordering supplies , and bed hire. Additionally the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes.

Managing admission and discharging patients using trust software programmes ensuring  essential computer skills , additionally some manual paperwork documentation all in a timely manner. Being a good communicator with good interpersonal skills is essential for the role.

To answer telephone queries , families, other departments, be the meet and greet to the ward. To adopt a caring compassionate approach as you will often be a first contact for people who may be very anxious  when coming to the ward.

Detailed job description and main responsibilities

Communication

• Answer the telephone in a timely and courteous manner; ensuring appointments are made efficiently whilst dealing with the public and in a professional and sensitive manner.
• Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updates, where they may be barriers to understanding, as provided by the nurse in charge.
• To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
• To receive and make telephone calls as needed and as directed by the ward staff.
• To handle difficult situations in a calm and professional manner.
• Make all referral appointments in accordance with the templates and in chronological order, setting or adjusting templates as requested.
• Negotiate with patients to book a suitable appointment within the national guidelines, dealing sympathetically with patients where there may be barriers to understanding.
• To receive and direct patients, visitors and staff visiting the ward.
• As directed by the nurse in charge, contact GP surgeries and other external agencies to obtain patient related information.
• Deal with difficult and challenging patients and relatives in a calm and polite way
• Deal with enquiries and issues that have been escalated in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public.

Service Delivery and Improvement

• To follow policies in own role which are determines by others.
• Ensure each patient is loaded onto the correct waitlist with the appropriate procedure code onto the systems in line with the Trust’s policies and guidelines.
• Plan own and office daily workload.
• Involvement in planning patient discharges e.g. photocopying notes and booking transport.
• Ensuring notes are available for ward attenders/elective admissions for the following day.

Please see job description & person specs for full details