Critical Care Ward Administrator

Job description

Job responsibilities

Job summary:

To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking

To be flexible with own workload, and be able to prioritise work, to meet deadlines.

To rotate between the Critical Care Units as required as well as covering colleagues for annual leave, sickness etc. as directed by the Critical Care Matron

To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board, you will be required perform quality checks to ensure accuracy.

To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.

The allocation book must be written up in a timely manner ensuring all members of staff are written in and double check against the rota, where there is a staffing shortage NHSP requests must be put on the system as far out in advance as possible to ensure the staffing requirements are met

To contact and book Bank staff on a daily basis, liaising with the NHS Professionals, ensuring booking reference numbers are obtained prior to the start of each shift. Agency staff to be booked only as a last resort.

To provide the Matron with an up to date list of staffing numbers on a daily basis and to keep Matron informed of any progress/changes throughout the day

To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times, all signage must be laminated for infection control purposes

Customer Care/Patient Liaison

To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times

To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff

To sort mail on a daily basis, redirecting mail appropriately.

Using Oracle ordering system to order stationery as required, checking that all stock is delivered and to manage any problems in relation to these orders, ensuring value for money at all times, to do regular stock level checks to ensure efficiency in stock management.

To check the relative's room each morning, ensuring that that room is adequately stocked with tea etc relative information sheets and to remove all bed linen on a daily basis

To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.

To provide sickness certificates and letters for patients as requested by the nurse in charge.

To assist in finding temporary accommodation in the Salvation Army for relatives of patients

Management of Electronic/Manual medical records

To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP. ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning / tracking patient notes back to medical records when required and to ensure that patients notes are scanned onto Epic when required

To ensure that the Epic bed state is a true and accurate reflection of the actual patient's movements. To be responsible for alerting any discrepancies are notified via e-mail to appropriate department and copied to the Senior Audit nurse

To be able to generate a new hospital number for new patients to King's College Hospital, through Epic Apollo system

To ensure patient's notes are available for the Relative Liaison Officer (Bereavement), and to take deceased patient's property to the Relative Liaison Office as promptly as possible, documenting this in the property book and the Unit Diary.

To ensure that each patient has one hospital unit number and that case notes are correctly amalgamated. Any discrepancies are reported to Medical Records via email and copied to the Senior Audit nurse.

To conduct quality audits e.g. monthly medical notes audit, within set timeframes and to produce an audit cycle as necessary.

Clerical / Administrative

To assist in the clerical duties associated with the admission and discharge of patients. This includes ensuring that any previous notes (even from another hospital) are obtained and available at the bedside

On discharge of patient, to ensure notes are returned to their rightful department straight away

In the absence of health care assistants to order beds electronically as requested by the nurse in charge.

To empty the unit safe each morning, taking all patients valuables to the Patient advice and liaison office (PALS) or the cashiers office according to hospital policy and to document this clearly in the patients notes and the Unit Diary

To liaise with Relatives Liaison (Bereavement Services) and Patient's Advice and Liaison Office (PALS), regarding releasing or investigating location of patient's property and valuables adhering to Hospital policy.

To liaise with the maintenance department on a daily basis, either electronically or by telephone (for emergencies) and to have a system in place to track all outstanding requests, keeping the Matron informed of all issues

To open and distribute mail, forwarding mail to patients who have already been discharged

To ensure that the unit bed boards and the allocation books are updated continually when patients are admitted and discharged from the units

Check that consultant's details are correct for all admissions, checking this information against the information on Epic and the patient's notes

To be responsible for the unit diary, ensuring all queries are investigated / solved, to ensure staff signs with name and comment as appropriate, to feedback progress/ problems to nurse in charge.

To liaise with Sodexo/Medirest (i.e. porters and housekeeping) as required ensuring adequate supply of stock to the Units e.g. linen, scrub suits etc

To ensure that the photocopying for the Units are of high standards and that there is enough paper stationery available on both Units

Monitor readings for the photocopier and order regular supplies of toner and staples and to action any mechanical problems

To ensure that personal mandatory training i.e. Manual Handling, Fire Training and Health and Safety is undertaken on an annual basis this can be reviewed on the "Wired" programme

To attend and contribute to the unit meetings as a member of the unit team, to create agendas and to take accurate minutes and send to the appropriate staff in a timely fashion

Ensure the safety of patients, visitors and staff, and to report all incidents and hazards to the nurse in charge.

General

The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post

To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations

To observe and maintain strict confidentiality of personal information relating to patients and staff

To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder

All employees must hold an 'nhs.net' account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly

Infection Control Statement

The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.

These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.

Person Specification

Education / Qualification / Knowledge

Essential

• GCSE A-C grade in English or equivalent NVQ Level 2/3 in Business Administration / Secretarial or equivalent.
• EDCL or proven equivalent in MS packages, email and internet browsers, advances use
• Previous admin/clerical/receptionist experience coupled with the ability to liaise effectively with all levels of staff
• Ability to prioritise work within fast changing environment and meet deadlines

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

King's College Hospital NHS Foundation Trust

Address

King's College Hospital

Denmark Hill

London

SE5 9RS

Employer's website

https://www.kch.nhs.uk/ (Opens in a new tab)