Job summary
An exciting opportunity has arisen for an autonomous, proactive and organised Band 3 Ward Administrator to work on Duke Elder Ward at Tooting Broadway.
The post holder will take a lead role in the provision of a high quality range of administrative duties which includes, reception, booking post-op appointments, requesting/collating patient's files for pre-assessments, operations and any other administrative tasks in line with the role.You will be required to work flexibly to ensure that objectives and deadlines are met.
PROBATIONARY PERIOD
This post will be subject to a probationary period of 6 months.
During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed. The probationary period may be extended or your employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.
Main duties of the job
To provide an effective and professional meet and greet service to Moorfields patients attending Duke Elder ward.
Collect relevant administrative details required for patients admissions and enter this information into PAS,
To ensure all patients are met, greeted, attended, booked and managed on the appropriate IT systems.
To ensure telephone enquiries to the ward are answered and dealt with promptly and efficiently.
Work closely with nurses, doctors and Elective Care Administration team to ensure that patients receive appropriate service.
Ensure that all the pre-assessment and postoperative appointments are booked appropriately and patients are aware of their dates.
Work as part of the Elective Care Administration team and cross cover other roles on rotational basis or as service needs require.
Provide training and support to other ward administrators across the division as required.
About us
We are also a postgraduate teaching centre and a national centre for ophthalmic research involving, with the UCL Institute of Ophthalmology, the largest ophthalmic research programme in the world.In addition, we manage three commercial divisions: Moorfields Private, Moorfields Pharmaceuticals and Moorfields Eye Hospital Dubai.
Our main focus is the treatment and care of NHS patients with a wide range of eye problems, from common complaints to rare conditions, which require treatments not available anywhere else in the UK. We treat people at our main hospital in London's City Road and at several other locations in and around the capital such as the site based at St George's Hospital, Tooting Broadway. This enables us to provide expert treatment closer to patients' homes.
Job description
Job responsibilities
The post holder will be a member of the Elective Care Administration team reporting to the Elective Care Manager.
You will be required to work closely with:
- Elective Care Administration Team
- Consultant surgeons and their teams
- Lead nurses
- Pre-assessment staff
- Theatres
- Medical secretaries
- Clinical coding department
- IT department
- Medical Records
- Other ward administrators across the division/trust
- Any other external agencies
- Other operational management colleagues
Clinic Management and bookings
- Electronic admission of patients in a timely manner. To admit and discharge patients on the system
- To track the medical notes appropriately and ensure they are stored securely.
- To ensure accurate collection and input of patient details on PAS / OpenEyes
- To ensure National and Trust performance targets are met with regards to all inpatient services.
- To ensure systems are in place to deal with short notice admissions and the smooth flow of patients, maximising availability.
- To ensure that every patient has a pre-assessment and postoperative appointment. Be responsible for booking pre-assessment and postoperative appointments.
- Ensure that pre op and pre-assessment notes are collated and prepared at least two weeks in advance matching capacity to available resources through liaison with nursing and clinical staff, including extra sessions as required.
- Liaise closely with the surgeons, their teams and the lead nurses to ensure that the post operative appointments are booked appropriately.
- Dates should always be offered within the patients 18 week breach date. Where this is not possible escalate appropriately.
- Where a patient requires transport or an interpreter ensure that arrangements are made for these to be booked.
Communication and working relationships
Exchange information with patients and staff on the admission, transfer and discharge of patients both verbally and in written format
Communicate with patients over the telephone including dealing with anxious patients and patients with cultural or language differences.
The post holder will provide and receive routine information to inform work colleagues, staff from other departments and external contacts. Information will frequently be of a sensitive nature and confidentiality must be ensured at all times.
Any telephone and face-to-face enquiries will be dealt with efficiently and with understanding and action taken as appropriate.
Able to communicate well with patients and their relatives, as well as a wide range of multi-professional staff, internal and external to the Trust. A versatile approach is essential, along with the ability to cope with a number of different tasks simultaneously.
Provide on the job training and support to other ward administrators across the division and/or trsu as required.
Liaise with GPs and NHS Tracing Service to validate patients details.
Work with other departments to obtain patient movement information and ward status.
Service development
As part of the on-going development of the role to think of ways of improving service and also identifying ways of streamlining any daily processes. To make recommendations and actively implement these where service improvements would result.
Additional Duties
- To assist with the distribution of stationary as required.
- To ensure printers, PCs and other office equipment are suitably maintained and prompt reporting of any faults.
- Ensure that the environment around the ward, theatres and injection service areas are kept clean and organised, in line with the Trusts clinic inspection and patient experience protocols and standards.
- To attend and participate fully in the multidisciplinary meetings.
- To undertake mandatory training
- Provide cross cover within the Elective Care Team
WORKING PATTERN
37.5 hours per week between 07.00-15.00 or 13.00 21.00 Monday to Saturday based on a roster system.
We reserve the right to vary your normal hours in order to cover evening and weekend clinics. We reserve the right to vary your normal hours of work and will, whenever possible give you reasonable notice of any variations. If the service requires it, you may be included in a rota system to cover extended hours.
With our partners at the UCL Institute of Ophthalmology, we are members of Vision 2020, an organisation committed to raising public awareness of blindness and vision impairment as major public health issues
- Disclosure and Barring Service (DBS) (formerly CRB) checks are now a mandatory part of the NHS Six Recruitment Check Standards for all staff whom, in the course of their normal duties, may have regular access to patients and children and/or vulnerable adults. Moorfields Eye Hospital NHS Foundation Trust aims to promote equality of opportunity for all with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes only when the conviction is relevant and an unspent conviction will not necessarily bar applicants from being considered for employment. Moorfields Eye Hospital is exempt under the Rehabilitation of Offenders Act which outlines that convictions never become spentfor work which involves access to patients. Failure to disclose any unspent convictions may result in the offer of employment being withdrawn or if appointed could lead to dismissal. The Disclosure Barring Service (DBS) has published a Code of Practice for organisations undertaking DBS checks and the trust has developed its own DBS policy in line with the guidance
- The trust has adopted a security policy in order to help protect patients, visitors and staff and to safeguard their property. All employees have a responsibility to ensure that those persons using the trust and its service are as secure as possible.
- It is the responsibility of all trust employees to fully comply with the safeguarding policies and procedures of the trust. As a Moorfields employee you must ensure that you understand your role in protecting adults and children that may be at risk of abuse. Individuals must ensure compliance with their safeguarding training.
- The trust is committed to a policy of equal opportunities. A copy of our policy is available from the human resources department.
- The trust operates a no-smoking policy.
- You should familiarise yourself with the requirements of the trusts policies in respect of the Freedom of Information Act and comply with those requirements accordingly.
- The role description gives a general outline of the duties of the post and is not intended to be an inflexible or finite list of tasks. It may be varied, from time to time, after consultation with the post holder.
- All appointments within the National Health Service are subject to pre-employment health screening.
- It is the responsibility of all employees to ensure that they comply with the trust infection control practises, as outlined in the Health Act 2008 and staff must be familiar with the policies in the trusts infection control manual, this includes the bare below the elbow policy. Employees must ensure compliance with their annual infection control training.
- You are responsible for ensuring that all equipment used by patients is clean/decontaminated as instructed by manufacturers and in line with the infection control/guidelines protocol and policy.
- Any other duties as designated by your manager and which are commensurate with the grade.
Please note:The role description is a reflection of the current position and may change emphasis or detail in the light of subsequent developments, in consultation with the post holder.
Job description
Job responsibilities
The post holder will be a member of the Elective Care Administration team reporting to the Elective Care Manager.
You will be required to work closely with:
- Elective Care Administration Team
- Consultant surgeons and their teams
- Lead nurses
- Pre-assessment staff
- Theatres
- Medical secretaries
- Clinical coding department
- IT department
- Medical Records
- Other ward administrators across the division/trust
- Any other external agencies
- Other operational management colleagues
Clinic Management and bookings
- Electronic admission of patients in a timely manner. To admit and discharge patients on the system
- To track the medical notes appropriately and ensure they are stored securely.
- To ensure accurate collection and input of patient details on PAS / OpenEyes
- To ensure National and Trust performance targets are met with regards to all inpatient services.
- To ensure systems are in place to deal with short notice admissions and the smooth flow of patients, maximising availability.
- To ensure that every patient has a pre-assessment and postoperative appointment. Be responsible for booking pre-assessment and postoperative appointments.
- Ensure that pre op and pre-assessment notes are collated and prepared at least two weeks in advance matching capacity to available resources through liaison with nursing and clinical staff, including extra sessions as required.
- Liaise closely with the surgeons, their teams and the lead nurses to ensure that the post operative appointments are booked appropriately.
- Dates should always be offered within the patients 18 week breach date. Where this is not possible escalate appropriately.
- Where a patient requires transport or an interpreter ensure that arrangements are made for these to be booked.
Communication and working relationships
Exchange information with patients and staff on the admission, transfer and discharge of patients both verbally and in written format
Communicate with patients over the telephone including dealing with anxious patients and patients with cultural or language differences.
The post holder will provide and receive routine information to inform work colleagues, staff from other departments and external contacts. Information will frequently be of a sensitive nature and confidentiality must be ensured at all times.
Any telephone and face-to-face enquiries will be dealt with efficiently and with understanding and action taken as appropriate.
Able to communicate well with patients and their relatives, as well as a wide range of multi-professional staff, internal and external to the Trust. A versatile approach is essential, along with the ability to cope with a number of different tasks simultaneously.
Provide on the job training and support to other ward administrators across the division and/or trsu as required.
Liaise with GPs and NHS Tracing Service to validate patients details.
Work with other departments to obtain patient movement information and ward status.
Service development
As part of the on-going development of the role to think of ways of improving service and also identifying ways of streamlining any daily processes. To make recommendations and actively implement these where service improvements would result.
Additional Duties
- To assist with the distribution of stationary as required.
- To ensure printers, PCs and other office equipment are suitably maintained and prompt reporting of any faults.
- Ensure that the environment around the ward, theatres and injection service areas are kept clean and organised, in line with the Trusts clinic inspection and patient experience protocols and standards.
- To attend and participate fully in the multidisciplinary meetings.
- To undertake mandatory training
- Provide cross cover within the Elective Care Team
WORKING PATTERN
37.5 hours per week between 07.00-15.00 or 13.00 21.00 Monday to Saturday based on a roster system.
We reserve the right to vary your normal hours in order to cover evening and weekend clinics. We reserve the right to vary your normal hours of work and will, whenever possible give you reasonable notice of any variations. If the service requires it, you may be included in a rota system to cover extended hours.
With our partners at the UCL Institute of Ophthalmology, we are members of Vision 2020, an organisation committed to raising public awareness of blindness and vision impairment as major public health issues
- Disclosure and Barring Service (DBS) (formerly CRB) checks are now a mandatory part of the NHS Six Recruitment Check Standards for all staff whom, in the course of their normal duties, may have regular access to patients and children and/or vulnerable adults. Moorfields Eye Hospital NHS Foundation Trust aims to promote equality of opportunity for all with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes only when the conviction is relevant and an unspent conviction will not necessarily bar applicants from being considered for employment. Moorfields Eye Hospital is exempt under the Rehabilitation of Offenders Act which outlines that convictions never become spentfor work which involves access to patients. Failure to disclose any unspent convictions may result in the offer of employment being withdrawn or if appointed could lead to dismissal. The Disclosure Barring Service (DBS) has published a Code of Practice for organisations undertaking DBS checks and the trust has developed its own DBS policy in line with the guidance
- The trust has adopted a security policy in order to help protect patients, visitors and staff and to safeguard their property. All employees have a responsibility to ensure that those persons using the trust and its service are as secure as possible.
- It is the responsibility of all trust employees to fully comply with the safeguarding policies and procedures of the trust. As a Moorfields employee you must ensure that you understand your role in protecting adults and children that may be at risk of abuse. Individuals must ensure compliance with their safeguarding training.
- The trust is committed to a policy of equal opportunities. A copy of our policy is available from the human resources department.
- The trust operates a no-smoking policy.
- You should familiarise yourself with the requirements of the trusts policies in respect of the Freedom of Information Act and comply with those requirements accordingly.
- The role description gives a general outline of the duties of the post and is not intended to be an inflexible or finite list of tasks. It may be varied, from time to time, after consultation with the post holder.
- All appointments within the National Health Service are subject to pre-employment health screening.
- It is the responsibility of all employees to ensure that they comply with the trust infection control practises, as outlined in the Health Act 2008 and staff must be familiar with the policies in the trusts infection control manual, this includes the bare below the elbow policy. Employees must ensure compliance with their annual infection control training.
- You are responsible for ensuring that all equipment used by patients is clean/decontaminated as instructed by manufacturers and in line with the infection control/guidelines protocol and policy.
- Any other duties as designated by your manager and which are commensurate with the grade.
Please note:The role description is a reflection of the current position and may change emphasis or detail in the light of subsequent developments, in consultation with the post holder.
Person Specification
Essential, Desirable
Essential
Desirable
Person Specification
Essential, Desirable
Essential
Desirable
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).
