Job summary
- Main area
- Ward Administrator - Health Care of the Elderly
- Grade
- Band 2
- Contract
- Permanent
- Hours
- 37.5 hours per week (Full time role, 37.5 hours. Will need to be able to cover a 7-day rota which includes weekdays, weekday evenings and weekends of varying shift lengths)
- Job ref
- 216-SF-6393628
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- Derriford Hospital
- Town
- PLYMOUTH
- Salary
- £22,383 Per Annum
- Salary period
- Yearly
- Closing
- 07/07/2024 23:59
- Interview date
- 11/07/2024
Employer heading
Ward Administrator
Band 2
Job overview
An exciting opportunity has arisen for a motivated, dynamic and caring Ward Administrator to join our Health Care of the Elderly (HCE) service line team.
We are looking for a mature, responsible and enthusiastic ward administrator who is able to be part of a 7-day rota to work on our HCE wards. They must be flexible and able to work a variety of shift patterns across weekdays, weekday evenings and weekends. They will also provide cover for periods of annual leave and sickness.
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.
The successful candidate will be educated to GCSE’s 9-4 (A-C) in Maths & English and/or NVQ level 2 in either business administration or related subject. 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 Sue Bentley, Clinical Admin Manager on 01752 438442 or Zoe Grigson, Support Manager on 01752 437511.
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 medical ward on a daily basis, and to provide a flexible option of ward admin cover across all medical wards.
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Working for our organisation
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.
Detailed job description and main responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
- 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 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 patient’s 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 and faxing 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/Directorate Support Manager.
- To be fully conversant with case note and x-ray management.
Person specification
Knowledge & Experience
Essential criteria
- Previous demonstrable reception/clerical experience
- Proven relevant ICT skills
Desirable criteria
- Previous demonstrable clerical/admin experience within a Primary Care Trust
- Proven knowledge of hospital systems
Qualifications
Essential criteria
- 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
Desirable criteria
- Demonstrable relevant experience
Aptitude and Abilities
Essential criteria
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
- Able to utilise own initiative
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Sue Bentley
- Job title
- Clinical Admin Manager
- Email address
- [email protected]
- Telephone number
- 01752 438442
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