Ward Administrator

Job overview

To provide a high quality administrative and clerical support to the nursing and medical staff. To be responsible for the management of patient information and to ensure accurate data quality. To assist nursing staff with discharge planning. To provide a full and professional front of house service for patients, visitors and staff ensuring they are informed appropriately.

To assist the nursing, medical and therapy staff with the discharge processes, liaising with Discharge Lounge staff where appropriate.

Identify potential problems with the discharge process and escalate to the Ward Manager.

To request porters to transfer patients to and from the ward as directed.

Main duties of the job

To update and maintain accurate patient data and complete patient demographics, including next-of-kin and ethnicity details, on the computer-based system EPIC when implemented).

To ensure that the EPIC patient lists and the ward whiteboard are kept updated and accurate. Liaising with the Ward Manager / Nurse in Charge where necessary.

To enter and retrieve data from all current Trust computer systems in place (EPIC) to acceptable data quality standards.

To welcome and provide a full front of house service to patients and their relatives/visitors onto the ward, ensuring that security and infection control measures that are in place are adhered to.

To answer ward telephone enquires promptly, efficiently and politely, resolving local issues and referring on to other relevant staff as appropriate.

To ensure that all clinical referrals are forwarded to the relevant internal department and/or external agencies.

After discharge of patients to make out-patient/follow-up appointment as requested by clinical team and to communicate the details to patients and/or carers.

Co-ordinate the transfer of patients to tertiary centre/continuing care setting (nursing home, residential home or hospice).

To ensure that the reception desk and waiting areas are maintained in a presentable manner.

To be aware of the ward policies with regard to visiting hours (including protected mealtimes), visitor numbers and timings of patient meals.

Detailed job description and main responsibilities

To be responsible for ordering of all ward supplies, including ward stores, patient documentation, stationery and electronic/IT equipment via the electronic Oracle system. This will include routine orders to maintain the agreed stock levels, ensuring that orders are placed in time to meet the weekly delivery deadlines, and any ad hoc orders to meet patient needs, specialist equipment or ward furniture and IT requirements. Rarely paper nonstock orders may be required.

To carry out administrative duties such as photocopying as instructed by the Ward Manager.

To develop a good working relationship with the Procurement department.

To develop robust stock management systems to ensure that ward stocks are maintained within the defined upper and lower stock limits and to the budget constraints. This will require working closely with the Ward Manager and Matron.

To ensure that stores are unloaded on the day of delivery.

To open and distribute mail, forwarding letters to patients who have already been discharged or transferred to other wards. To ensure any mail for deceased patients is forwarded to the documented next-of-kin.

To act as the liaison with the Trust’s Facilities Department with regard to maintenance jobs and repairs. To ensure that any out-of-order lifts which would be used to gain access to the ward have been reported to the Maintenance Help Desk.

To provide cover for other ward areas as directed by the Service Manager.

To assist with the training of new members of staff as appropriate.

To update the ‘live’ shared discharge tracker throughout the day, detailing definite and possible discharges of patients.

To book diagnostic tests and scans for patients as directed by clinical teams

To ensure that the How Are We Doing (HRWD) patient survey forms are distributed and completed.

To book Hospital Transport as directed. To maintain a cross-back of transport requests.

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.