Ward Administrator

Job overview

To provide high-quality administrative and clerical support to the nursing and medical staff in the ward. To be responsible for the management of patient information and patient movement and to ensure accurate data quality. To provide a full and professional front of house service for patients, relatives and staff, ensuring they are informed appropriately. To act as a member of the team and attend meetings, handovers and huddles.

Main duties of the job

• Managing patient admissions, discharges, and transfers on that ward
• Updating patient records and tracking bed availability
• Acting as a point of contact for families and visitors
• Booking transport
• Supporting nurses and doctors with paperwork and coordination
• Handling ward-level communication (phones, emails, internal systems)
• Covering the ward reception

Detailed job description and main responsibilities

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

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

To ensure that you are well presented and in uniform at all times and the reception desk and waiting areas are maintained in a presentable manner.

To observe and maintain the confidentiality of patient records and staff information at all times.

To ensure that the How Are We Doing (HRWD) patient survey forms are distributed and completed returns collected and made available to the Patient and Public Involvement Department to ensure that the monthly return rate of 50% is achieved.

To request Hospital Transport as directed, ensuring all relevant information is added to the system. To maintain a crosscheck record of transport requests.

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

To liaise with nursing staff and Ward Hostesses regarding snack box requests.

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

To be responsible for the ordering of unit supplies as required, including unit stores, patient documentation forms, stationery and electronic/IT equipment via KFM.  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 furniture and IT requirements.

To carry out administrative duties such as scanning and photocopying as instructed by the Unit Manager.

To open and distribute mail, forwarding letters to patients who have already been discharged or transferred to other wards.

To act as the liaison with the Trust’s Facilities Department with regard to maintenance jobs and repairs.

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

To provide other administrative support as required by the Team Leaders or Ward Managers.