Ward Administrator - Birch DCU

Job description

Job responsibilities

Deal with enquires, including telephone enquiries in conjunction with and under the direction of the nursing staff.

Maintain hospital notes in accordance with PHNT policies and procedures.

Receive patients, relatives and visitors to the unit.

Enter admissions, transfers and discharges on iPM, including ward and department transfers and updating patient information where necessary, within half an hour of patient movement when on duty.

Admit and discharge patients from the outpatient clinics run on the unit.

Ensure that notes are traced to the unit and traced correctly on iPM.

Maintain case notes, re-filing and creating additional volumes where necessary, ensuring all clinical notes are in the current volume, and adding new volumes to iPM.

Print front sheets and ensure adequate addressograph labels are available for all patients.

Ensure wristbands are printed for all inpatients/day case patients.

Trace notes in and out of the unit using iPM.

Take, or where relevant, telephone any requests for investigations to relevant departments.

Liaise with other departments regarding investigations, recording appointments and pre details in the ward diary and relaying any information to nursing staff and patients.

Book transport for admissions, transfers or discharge as required.

Get case notes prepared for porters or ambulance crews, photocopying any relevant clinical notes for patients going to hospitals outside of the Trust.

Keep notes trolleys clean and tidy.

Take red top referrals to consultant secretaries or departments after logging them on the computer system.

Distribute and deal with email, re-directing as necessary.

Photocopying paperwork and booklets as required.

Email information within the Trust as required.

Liaise with MEMS, estates and IT with regard to broken equipment.

Be required to provide cover for the bookings clerk during periods of absence.

GENERAL TO ALL

Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.

Be competent with the iPM computer system

Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.

Attend & contribute to Unit meetings.

Assist & teach new staff members regarding working arrangements, Trust policies and strategies.

Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Build and sustain effective communications with other roles involved in the health community as required to ensure good team working and collaborative working practices in particular.
• Work collaboratively within in multi-disciplinary team and participate in the training of locum and support staff to Ward/Trust policies and routine.
• Daily contact with patients, relatives and all other grades of hospital staff.
• GPs
• External agencies as required.

OTHER

Exceptionally busy and stressful workload under significant time pressures and deadlines.

Requirement to exert physical effort when dealing with quantities of notes

Requirement to work at a VDU screen for at least 75% of the working day

Sitting in a restricted position for long periods of time

Person Specification

Knowledge & Experience

Essential

• Good verbally and written communication skills

Desirable

• Previous demonstrable experience in a large clinical setting

Qualifications

Essential

• GCSE grades A-C in Maths and English or demonstrable experience

Desirable

• NVQ in administration or equivalent

Aptitude & Abilities

Essential

• Excellent communication skills

Desirable

• Ability to work well within a busy environment

Attitude & Motivation

Essential

• Self-motivated
• Able to prioritise

Desirable

• Working in an orderly methodical fashion

Other Factors

Essential

• Able to undertake duties including prolonged periods of working at a PC workstation

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

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Plymouth

PL6 8DH

Employer's website

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