Ward Administrator

Job overview

12-month Maternity Cover

The Ward Administrator acts as the first point of contact for women, families, visitors and colleagues, providing a professional reception service and ensuring that all visitors and staff are appropriately identified prior to gaining access to ward areas. The post holder will manage telephone and email enquiries, coordinate communication with internal departments and external agencies, and support continuity of patient care through effective information sharing.

The post holder is responsible for ensuring accurate and timely input of patient and service activity data across Trust information systems, supporting the effective and efficient delivery of maternity services.

The post holder will be responsible for arranging, amending and cancelling appointments, maintaining patient records and providing administrative support to clinical teams across the maternity service.

The role requires the ability to work effectively in a busy and often unpredictable environment whilst maintaining a professional, compassionate and responsive service for women, families and colleagues.

This is a rotational post working across all maternity inpatient areas, including the Antenatal Ward, Postnatal Ward, Labour Ward and Marina Ward. The role requires flexibility to work a shift pattern, including weekends, nights and bank holidays, and to provide cross-cover across the unit to support service requirements, annual leave and sickness absence.

Main duties of the job

Information Management, Administration and Patient Services

Maintain accurate patient information across Trust systems including PAS/iSoft, Cerner, NIPE Live, ICE Reporting and Datix. Record admissions, transfers, discharges, outpatient activity, and maternity and neonatal episodes within agreed timescales, ensuring data quality, completeness and compliance with information governance requirements. Produce records, reports, clinic lists and other documentation to support safe patient care.

Provide administrative support to maternity and women's services by arranging appointments, preparing correspondence, coordinating results, organising interpreting services, maintaining resources and processing financial documentation.

Act as a first point of contact for patients, families, visitors and staff, delivering a professional and confidential service. Manage telephone and email enquiries sensitively and ensure timely communication throughout the maternity journey.

Work with multidisciplinary teams, community services and external organisations to support continuity of care and service improvement.

Maintain, retrieve, file and archive patient records in line with Trust policies, ensuring information is accurate, secure and accessible.

Follow safeguarding, governance and information governance requirements, escalating concerns appropriately and supporting Datix reporting and investigations.

Detailed job description and main responsibilities

Please refer to the attached Job Description and Person Specification for a full list of role requirements and main responsibilities.

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.