Job summary
Medical short stay is a 25 bedded unit we have a range of acutely unwell medical patients that are admitted from ED and AMU. 60 members of staff who work at different levels and are responsible for admitting, assessing and implementing care for patients in the inpatient setting. MSSU is a constantly changing fast paced environment, where staff strive to deliver a high standard of patient care and embed the Trusts values and 4ward behaviours in our daily practice. We are looking for a Ward Administrator to join our ever expanding team to work 37.5 hours per week covering Monday to Friday with hours to be agreed. It is essential that you are an innovative and forward thinking individual with good computer literacy. Organisational skills are essential and the ability to work both in a team and individually are a must. Experience in a busy multidisciplinary team would be advantageous
Main duties of the job
Providing an efficient administrative service to the Ward / Unit Manager and supporting the
team within MSSU supporting other areas within acute medicine. Responsible for the day-to-day administration of the ward
ensuring service users / patients and staff are provided with a comprehensive support
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To undertake clinical administrative work as required by the ward clinical team / Unit Manager.
Providing cover and support, working as a team, within and provide cover in different locations
To deal efficiently with all correspondence, monitoring telephone enquiries and providing
information as appropriate.
To type and compose letters, memoranda and other documentation as required.
To source and précis information as required.
Using Microsoft Excel produce reports, graphs and charts as requested.
To convene and attend regular ward meetings as required, producing agendas and accurate
minutes, making all necessary arrangements, including the collation of papers and agenda items.
To deal with enquiries/visitors.
To deal with patient enquiries.
To liaise and deal with all departments and external agencies, patients and carers.
Undertake office duties including faxing, filing, photocopying, dealing with incoming / outgoing
mail. Dealing with all telephone calls and associated duties in an efficient and timely manner.
Support the Ward Manager / Unit Manager with staff related tasks, such as sickness and annual
leave recording on ESR.
Under the direction of the nurse in charge / Unit Manager, to assist with the necessary clerical
arrangements involved in the admission and discharge of patients, including the organisation of
admission packs for the admitting nurse and requesting of medical notes by liaising with healthcare
records.
To assist the Ward Manager / Unit Manager in assessing and arranging maintenance of buildings
and equipment, liaising with contractors to ensure the safe operation for service users / patients
Maintaining efficient filing systems for patients records and documentation, carrying out regular
checks on the correct filing of all information in line with Information Governance procedures
Updating information boards as directed by the nurse in charge.
Assist with the administration of staff rotas
Making up of staff induction packs and student welcome packs.
Support the ward assistant with monitoring and maintaining adequate levels of all stock and nonstock items etc.in line with standing financial instructions
May be required to handle patients cash and valuables according to Trust procedures and where
necessary issue and account for petty cash expenditure
Support ward clerks with arranging transport and appointments for patients as and when required.
Arranging translation services for patients.
To undertake any other duties that would be a reasonable expectation of the role.
Vision and Values:
The Trust aims to provide local services for local people. It has developed its vision to reflect this
commitment.
To continue to be the major provider of acute/specialist services for the people of Worcestershire (and
wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated
healthcare for local people
Driving this commitment are the Trust-wide signature behaviours:
Do what we say we will do
No Delays, every day
We listen, we learn, we lead
Work together, celebrate together
Standard Clauses:
The purpose of this post should remain constant, but the duties and responsibilities may vary over time
within the overall role and level of the post. The post holder may from time to time be asked to undertake
other reasonable duties. Any such changes will be made in discussion with the post holder in the light of
service needs.
Competence
The post holder is responsible for limiting his / her actions to those which s/he feels competent to
undertake. If the post holder has any doubts as to his or her competence during the course of his / her
duties then s/he should immediately speak to their line manager or supervisor.
Job description
Job responsibilities
To undertake clinical administrative work as required by the ward clinical team / Unit Manager.
Providing cover and support, working as a team, within and provide cover in different locations
To deal efficiently with all correspondence, monitoring telephone enquiries and providing
information as appropriate.
To type and compose letters, memoranda and other documentation as required.
To source and précis information as required.
Using Microsoft Excel produce reports, graphs and charts as requested.
To convene and attend regular ward meetings as required, producing agendas and accurate
minutes, making all necessary arrangements, including the collation of papers and agenda items.
To deal with enquiries/visitors.
To deal with patient enquiries.
To liaise and deal with all departments and external agencies, patients and carers.
Undertake office duties including faxing, filing, photocopying, dealing with incoming / outgoing
mail. Dealing with all telephone calls and associated duties in an efficient and timely manner.
Support the Ward Manager / Unit Manager with staff related tasks, such as sickness and annual
leave recording on ESR.
Under the direction of the nurse in charge / Unit Manager, to assist with the necessary clerical
arrangements involved in the admission and discharge of patients, including the organisation of
admission packs for the admitting nurse and requesting of medical notes by liaising with healthcare
records.
To assist the Ward Manager / Unit Manager in assessing and arranging maintenance of buildings
and equipment, liaising with contractors to ensure the safe operation for service users / patients
Maintaining efficient filing systems for patients records and documentation, carrying out regular
checks on the correct filing of all information in line with Information Governance procedures
Updating information boards as directed by the nurse in charge.
Assist with the administration of staff rotas
Making up of staff induction packs and student welcome packs.
Support the ward assistant with monitoring and maintaining adequate levels of all stock and nonstock items etc.in line with standing financial instructions
May be required to handle patients cash and valuables according to Trust procedures and where
necessary issue and account for petty cash expenditure
Support ward clerks with arranging transport and appointments for patients as and when required.
Arranging translation services for patients.
To undertake any other duties that would be a reasonable expectation of the role.
Vision and Values:
The Trust aims to provide local services for local people. It has developed its vision to reflect this
commitment.
To continue to be the major provider of acute/specialist services for the people of Worcestershire (and
wider) with a strong reputation for providing outstanding, high quality, reliable, accessible and integrated
healthcare for local people
Driving this commitment are the Trust-wide signature behaviours:
Do what we say we will do
No Delays, every day
We listen, we learn, we lead
Work together, celebrate together
Standard Clauses:
The purpose of this post should remain constant, but the duties and responsibilities may vary over time
within the overall role and level of the post. The post holder may from time to time be asked to undertake
other reasonable duties. Any such changes will be made in discussion with the post holder in the light of
service needs.
Competence
The post holder is responsible for limiting his / her actions to those which s/he feels competent to
undertake. If the post holder has any doubts as to his or her competence during the course of his / her
duties then s/he should immediately speak to their line manager or supervisor.
Person Specification
Experience
Essential
- Previous experience in secretarial and
- administrative duties
- Able to work efficiently within a team
- Good time management skills
- Able to work on own initiative
- Able to prioritise workload as appropriate
- Able to cope under pressure and function
- effectively in challenging situation
Desirable
- Previous work in an NHS
- environment
Qualifications
Essential
- Good general level of education to GCSE
- standard or equivalent
- GCSE English (or equivalent) to Grade C or
- above
- Proficient in the use of Microsoft Word
- Competent user of E-mail
- Knowledge of Microsoft Excel or
- equivalent
- Knowledge of databases
- Knowledge of medical terminology
Desirable
- Business Level 2 NVQ
- or Equivalent
knowledge and skills
Essential
- Excellent communication skills (verbal and
- written)
- Strong organisational skills
- Ability to manage more than one calendar
- Able to communicate effectively with different
- types of people in different situations at all
- levels
- Excellent telephone manner
- Recognise the importance of teamwork
Person Specification
Experience
Essential
- Previous experience in secretarial and
- administrative duties
- Able to work efficiently within a team
- Good time management skills
- Able to work on own initiative
- Able to prioritise workload as appropriate
- Able to cope under pressure and function
- effectively in challenging situation
Desirable
- Previous work in an NHS
- environment
Qualifications
Essential
- Good general level of education to GCSE
- standard or equivalent
- GCSE English (or equivalent) to Grade C or
- above
- Proficient in the use of Microsoft Word
- Competent user of E-mail
- Knowledge of Microsoft Excel or
- equivalent
- Knowledge of databases
- Knowledge of medical terminology
Desirable
- Business Level 2 NVQ
- or Equivalent
knowledge and skills
Essential
- Excellent communication skills (verbal and
- written)
- Strong organisational skills
- Ability to manage more than one calendar
- Able to communicate effectively with different
- types of people in different situations at all
- levels
- Excellent telephone manner
- Recognise the importance of teamwork
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.
