Job summary
To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards. To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary.
Main duties of the job
Welcome patients to come into the ward/area and keep them updated on bed availabilityEnsure any ward attender or outpatient activity is accurately recorded on the PAS system
Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer
Organise ambulances for return and discharge of patients with North West Ambulance ServiceRequest letters/patient information/medical records from other hospitals
Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required
Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area
Prepare case note trolleys for three daily ward rounds
Generate up to date list of patients requiring medical review on other wards for Physician of the Day
Provide emergency out of hours Ward Administrator support to the Care Group
Ensure Health Record Supplements are maintained
Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- Book outpatient appointments for patients
- Resolve patients, staff and visitors problems adopting a courteous manner at all times.
- Welcome patients to come into the ward/area and keep them updated on bed availability.
- Chase HRS (Health Record Supplements) for all inpatients and ward attenders
- Ensure any ward attender or outpatient activity is accurately recorded on the PAS system.
- Book flights and taxis for out of area patients
- Arrange accommodation for relatives where necessary.
- Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer.
- Deliver and collect patients and staff mail within the ward.
- Ensure adequate stationery is ordered in a timely manner and stored appropriately.
- Organise ambulances for return and discharge of patients with North West Ambulance Service
- Create spread sheets for ward information as required.
- Request letters/patient information/medical records from other hospitals.
- Create high quality signs and documents relating to ward information.
- Report and follow up all IT faults to the IT helpdesk.
- Attend ward meetings and any relevant courses.
- Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
- Provide clerical support to ward manager, including taking notes at meetings as necessary.
- Photocopy any necessary documentation as directed by the ward manager.
- Hand deliver any urgent diagnostic requests and pharmaceutical requests (TTOs)
- Make deliveries of key documents and/or other items to other areas of the hospital as required.
- Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
- Print patient labels and wristbands.
- Adhere to all relevant Trust policies and guidelines.
When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.
Addendum To Standard Duties:
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
- Prepare case note trolleys for three daily ward rounds.
- Generate up to date list of patients requiring medical review on other wards for Physician of the Day
- Provide emergency out of hours Ward Administrator support to the Care Group
- Provide clerical support, including taking minutes as required, to the Ward Manager and Matron
- Ensure Health Record Supplements are maintained.
- Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
- Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
- Prepare ICU files for audit purposes.
- Escort visitors to bereavement office as required.
- Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
- Liaise with social services, community midwifery teams, registry office, theatres, etc
- Generate hospital numbers for babies and unbooked mothers.
- Ensure birth notifications completed.
The duties contained in this job description are not intended to be exhaustive. It is intended that the post holder will be flexible in the duties that he/she performs. Following consultation with the post holder his/her duties may be varied from time to time, in order to meet changing priorities and to maintain the sections effectiveness. A review of the job description will be carried out on an annual basis or earlier if required.
Job description
Job responsibilities
KEY DUTIES
- Book outpatient appointments for patients
- Resolve patients, staff and visitors problems adopting a courteous manner at all times.
- Welcome patients to come into the ward/area and keep them updated on bed availability.
- Chase HRS (Health Record Supplements) for all inpatients and ward attenders
- Ensure any ward attender or outpatient activity is accurately recorded on the PAS system.
- Book flights and taxis for out of area patients
- Arrange accommodation for relatives where necessary.
- Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer.
- Deliver and collect patients and staff mail within the ward.
- Ensure adequate stationery is ordered in a timely manner and stored appropriately.
- Organise ambulances for return and discharge of patients with North West Ambulance Service
- Create spread sheets for ward information as required.
- Request letters/patient information/medical records from other hospitals.
- Create high quality signs and documents relating to ward information.
- Report and follow up all IT faults to the IT helpdesk.
- Attend ward meetings and any relevant courses.
- Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
- Provide clerical support to ward manager, including taking notes at meetings as necessary.
- Photocopy any necessary documentation as directed by the ward manager.
- Hand deliver any urgent diagnostic requests and pharmaceutical requests (TTOs)
- Make deliveries of key documents and/or other items to other areas of the hospital as required.
- Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
- Print patient labels and wristbands.
- Adhere to all relevant Trust policies and guidelines.
When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.
Addendum To Standard Duties:
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
- Prepare case note trolleys for three daily ward rounds.
- Generate up to date list of patients requiring medical review on other wards for Physician of the Day
- Provide emergency out of hours Ward Administrator support to the Care Group
- Provide clerical support, including taking minutes as required, to the Ward Manager and Matron
- Ensure Health Record Supplements are maintained.
- Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
- Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
- Prepare ICU files for audit purposes.
- Escort visitors to bereavement office as required.
- Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
- Liaise with social services, community midwifery teams, registry office, theatres, etc
- Generate hospital numbers for babies and unbooked mothers.
- Ensure birth notifications completed.
The duties contained in this job description are not intended to be exhaustive. It is intended that the post holder will be flexible in the duties that he/she performs. Following consultation with the post holder his/her duties may be varied from time to time, in order to meet changing priorities and to maintain the sections effectiveness. A review of the job description will be carried out on an annual basis or earlier if required.
Person Specification
Qualifications
Essential
- Evidence of computer skills
- ECDL Course
- Basic literacy and numeracy skills enabling clear communication and record keeping
Desirable
- Word Processing
- Clait
- Customer Service Skills
- RSA 1 (or equivalent experience)
Knowledge & Experience
Essential
- Knowledge and experience of using patient information systems or equivalent
- Demonstrates ability to co-ordinate information from various sources in an accurate manner
Desirable
- Previous clerical experience gained in NHS environment
Skills
Essential
- Effective communication skills and ability to communicate with all levels of staff
- Polite telephone manner
Qualities & Attributes
Essential
- Enthusiastic/motivated
- Ability to use own initiative/prioritise workload
- Reliable/punctual
- Ability to work flexibly across hospital sites / departments
Person Specification
Qualifications
Essential
- Evidence of computer skills
- ECDL Course
- Basic literacy and numeracy skills enabling clear communication and record keeping
Desirable
- Word Processing
- Clait
- Customer Service Skills
- RSA 1 (or equivalent experience)
Knowledge & Experience
Essential
- Knowledge and experience of using patient information systems or equivalent
- Demonstrates ability to co-ordinate information from various sources in an accurate manner
Desirable
- Previous clerical experience gained in NHS environment
Skills
Essential
- Effective communication skills and ability to communicate with all levels of staff
- Polite telephone manner
Qualities & Attributes
Essential
- Enthusiastic/motivated
- Ability to use own initiative/prioritise workload
- Reliable/punctual
- Ability to work flexibly across hospital sites / departments
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.
