Ward Administrator

Job description

Job responsibilities

Job Purpose

To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites.

Key Relationships

Hospital Director

Clinical Management

Ward nurses

Outpatient nurses

Customer Engagement Team

Customer Experience Team

Patients

Consultants

Key Responsibilities

Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner.

Organise, scan and attach documentation to patient records.

Ensure that patients are admitted and discharged on the relevant systems and that copy EDNs are filed in the patient notes on discharge.

Liaise with clinical, finance and admin colleagues as well as consultants and colleagues from EKHUFT to ensure the smooth running of the hospitals.

Ensure that admission packs and notes are prepared and available prior to patient admission.

Plan and organise the transfer of patient notes and provision of relevant documentation, using the NHS PAS / Allscripts and inhouse systems, ensuring their availability for the nursing team, consultants prior to patient admission and for the coders after patient discharge.

Assist in the preparation reports, both ad hoc and regularly scheduled, internal and external, ensuring accuracy and timeliness of submission.

Provide excellent customer care, showing tact, empathy and discretion in dealing with patients and relatives.

Answer and direct phone calls and emails, providing excellent customer service and liaising with colleagues across the business to ensure that queries are dealt with efficiently.

Assist with bed planning.

Assist with the annual review of departmental policies and procedures to ensure they reflect good practice and ensure requirements are complied with.

Assist in the annual review and updating of hospital SLAs.

Order ward and office supplies

Assist in the ordering of theatre equipment when required.

Financial

Liaise effectively with the finance and administration teams to handle and resolve patient queries.

Liaise with the Finance and coding team to ensure that patient stays can be coded and invoiced in a timely manner.

Business Development

Develop in depth service knowledge and offer information about our services to our clients.

Keep up to date with new services offered.

Arrange meetings with any new prospective clinical colleagues.

Promote, be available and offer tours of the unit to any patients wishing to view the ward prior to choosing Spencer.

Quality

Assist the clinical management in retaining the ISO9001:2015 (Quality Management), ISO14001:2015 (Environmental) and Investors in People accreditations.

Maintain an accurate medical record system.

Ensure all computer systems are kept up to date at all times e.g., EDN, Sunrise, NJR, Patient Centre and Compucare

Assist in any clerical duties considered necessary for the smooth running of the hospital, such as helping to locate consultants, collate and file all patients notes on admission and / or discharge, ensuring that they are complete and in the correct order,

Assist with any stock take requests.

Assist with audits and site inspections as directed by the Hospital Director

Carry out any other administrative duty that facilitates the smooth running of the ward reception as directed by any clinical colleague.

Workforce

Participate in in-house training sessions, attend meetings and discussions as and when required.

Maintain stock levels of all pre-assessment paperwork, forms and pathways.

Work as part of a team providing cover at all sites as and when required.

Prepare and maintain off-duty rotas for the ward, making optimum use of staff over a six week period.

Person Specification

Personal Attributes

Essential

• Outstanding communication skills
• Polite, professional and confident telephone manner
• Organised and methodical in approach
• Team Player
• Ability to act on own initiative
• Self-motivated
• Able to work under pressure
• Understanding of importance of patient confidentiality

Desirable

• Flexible approach

Other

Essential

• Ability to travel between sites
• Permission to work in the UK

Desirable

• Previous experience of working in a team
• Access to personal transport

Experience

Essential

• Experience of organising a busy workload

Desirable

• Previous experience in a ward clerk or matrons assistant role
• Knowledge / experience in a healthcare / medical environment
• Experience of using health industry software e.g., Compucare / Patient Centre / Allscripts / Sunrise
• Experience working in an administration environment.

Skills

Essential

• Excellent organisation skills
• Exceptional customer service skills
• Excellent communication skills
• Ability to work to deadlines
• Attention to detail
• Excellent interpersonal skills with understanding of need for tact and empathy

Desirable

• Knowledge of Microsoft Packages including Outlook, Excel and Word
• Understanding of audits
• Ability to complete stock takes
• Ability to complete rotas

Qualifications

Essential

• Good level of literacy and numeracy

Desirable

• Maths and English (GCSE or equivalent) grade C or above

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.

Employer details

Employer name

Spencer Private Hospitals Ltd

Address

Spencer Private Hospitals Ltd

Arundel Unit, William Harvey Hospital, Kennington Road.

Ashford

Kent

TN24 0LZ

Employer's website

https://www.spencerprivatehospitals.com/ (Opens in a new tab)