Job summary
An exciting opportunity has arisen for a motivated, dynamic and caring Ward Administrator to join our team. Clearbrook is a 26 bedded ward for adults undergoing Cardiac & Vascular Surgery.
We are looking for a responsible and enthusiastic Ward Administrator who is able to be part of a 5-day rota to work on our ward.
The post is interesting and varied and requires an ability to work independently and as part of a team. Applicants should have a responsible attitude and be able to demonstrate good verbal and written communication skills.
Previous demonstrable experience working on a reception or within a clerical role is preferable. Candidates should be computer literate.
For any further information, please contact Nia Thielmann, Ward Manager nia.thielmann@nhs.net 01752 439143 or Anna Henderson, Matron annahenderson@nhs.net.
***Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.
Main duties of the job
To provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the ward area. To ensure the completion of all administrative and clerical tasks for the ward on a daily basis.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission.
We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Check patient details on admission and update on iPM as necessary.
- Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
- Receiving results by telephone from laboratories.
- Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
- Entering admissions and discharges on IPM, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
- Entering EDD (estimated date of discharge) on iPM for patients after 24hrs of admission.
- Ensuring that the bed state is kept up to date on IPM in real time.
- Ensure up to date front sheets and labels are available in patients notes.
- File reports, ensuring they have firstly been seen and initialled by Medical staff.
- Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system.
- Tracing of notes in and out of ward using the computerised tracing system.
- Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
- Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required. Updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
- Notify GP in the event of a patient death.
- Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
- Keep the ward office tidy and stationery replenished, distribute and redirect mail.
- Ensure all faults are reported to Estates for repair in a timely fashion.
- Make up admission packs, etc. as appropriate.
- General use of the VDU for clerical and identification purposes.
- Photocopying when required.
- Distribution of post and re-directing of mail.
- Liaising with Post Room staff for collection or urgent specimens.
- Work closely with medical staff and with other members of the disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- To request transport as required.
- To deal with bleep enquiries
- To book follow-up appointments for patients as required.
- To ensure notes are available for Clinical Coding following discharge.
- Other duties, which may be allocated by the Ward Manager/Deputy ward Manager/ Matron.
- On patient discharge ensure friends and family feedback survey has been completed. Give support to patient/ visitor to complete this if required.
Job description
Job responsibilities
- Check patient details on admission and update on iPM as necessary.
- Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
- Receiving results by telephone from laboratories.
- Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
- Entering admissions and discharges on IPM, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
- Entering EDD (estimated date of discharge) on iPM for patients after 24hrs of admission.
- Ensuring that the bed state is kept up to date on IPM in real time.
- Ensure up to date front sheets and labels are available in patients notes.
- File reports, ensuring they have firstly been seen and initialled by Medical staff.
- Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system.
- Tracing of notes in and out of ward using the computerised tracing system.
- Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
- Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required. Updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
- Notify GP in the event of a patient death.
- Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
- Keep the ward office tidy and stationery replenished, distribute and redirect mail.
- Ensure all faults are reported to Estates for repair in a timely fashion.
- Make up admission packs, etc. as appropriate.
- General use of the VDU for clerical and identification purposes.
- Photocopying when required.
- Distribution of post and re-directing of mail.
- Liaising with Post Room staff for collection or urgent specimens.
- Work closely with medical staff and with other members of the disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- To request transport as required.
- To deal with bleep enquiries
- To book follow-up appointments for patients as required.
- To ensure notes are available for Clinical Coding following discharge.
- Other duties, which may be allocated by the Ward Manager/Deputy ward Manager/ Matron.
- On patient discharge ensure friends and family feedback survey has been completed. Give support to patient/ visitor to complete this if required.
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Demonstrable clerical experience
Desirable
- Demonstrable experience within the hospital environment
QUALIFICATIONS
Essential
- GCSE's 9-4 (A-C) in Maths & English and/ or NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- Good communication skills
- Polite
Desirable
- Good organisational skills
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- Demonstrable clerical experience
Desirable
- Demonstrable experience within the hospital environment
QUALIFICATIONS
Essential
- GCSE's 9-4 (A-C) in Maths & English and/ or NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- Good communication skills
- Polite
Desirable
- Good organisational skills
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.
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).
Additional information
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.
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).
