Ward Administrator - Maple Ward Stroke Unit

Job description

Job responsibilities

Job Purpose

To assist the Ward Sister/Charge Nurse with general ward administration/clerical duties to ensure the smooth running of the ward as required.

Key Result Areas & performance

1.Reception Area

First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.

To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.

To register patient details on Cerner ensuring a high level of data accuracy.

To admit and discharge on Cerner and on EPRS

To deal with written and telephone enquiries for the wards as appropriate.

To book follow up appointments as required

To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.

Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.

Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites/wards.

Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.

Attend additional training as required and assist new staff with training.

On occasion to manage potentially aggressive, verbally abusive visitors to the Ward which must be dealt with appropriately following agreed procedures and protocol.

To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.

To direct commercial and other visitors to the right department ensuring that the relevant people are notified.

To keep up to date record of staff and visitors movement in & out of the ward in line with Health & Safety procedures.

Manage tidiness and appearance of reception.

To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the medical team directly to arrange where the patient needs to be booked.

To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.

Check all the medical records in the morning ensuring all loose pages are filed correctly.

Update white board as per requirements.

Assist nursing staff with ensuring correct wrist band is available in EPRS.

Get the Family and Friends Test completed when a patient is discharged.

Take/collect TTAs to Pharmacy when the pharmacist is unable to come to the ward.

Ordering, Receiving and Despatching Goods

Order all stock for services within site as relevant.

Maintain skills in ordering on SBS system.

To be responsible for receiving all goods on arrival at bases and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.

To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.

General Administration/Clerical

To take messages ensuring complete confidentiality in accordance with Trust policy.

General filing duties as required.

Accurate data entry.

Ensure all notice boards are up to date and tidy in consultation with Ward Sister.

Provide cover for the above duties across all sites as required.

To be aware of Trust Complaints Procedures and be able to act accordingly andassist in the process by obtaining medical notes, photocopying and scanning etc. when required.

Maintain confidentiality at all times.

To book translators when requested by clinicians ensuring they are given a relevant code for the service.

To be aware of existing processes and offer suggestions for improving services.

Take minutes as required.

Any adhoc typing required, i.e. letters etc.

Track Medical records on iCare.

Ensure all Mandatory training is undertaken in a timely manner.

Any other equivalent duties consistent with the level and purpose of the post.

Ward Specific

Raise/cancel orders via telephone to Huntleigh for mattresses, cushions, (hi/low beds).(Specific to your area)

Report faulty equipment to Toshiba, clean and put decontamination certificate on it. (Specific to your area)

Complete the Capacity documents daily.(Specific to your area)

Person Specification

Qualifications and Training

Essential

• Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below. (2)
• GCSE English Language or equivalent (2)
• Clear handwriting and spelling o Numerate (2)

Desirable

• NVQ Business Administration - Level II or equivalent o RSA II o Certificate in Office o ICare Trained (2)

Experience

Essential

• Previous experience of working in a busy environment o Previous experience in an admin role (2)

Desirable

• Previous experience of working in a busy environment in a healthcare setting o Experience on the ICare System and Electronic Discharge Summaries System o Previous experience of minute taking (2)

Skills and Abilities

Essential

• Basic computer literacy (Word, Excel, PowerPoint) o Good organisational and administration skills (2)
• Good customer care skills o Effective communication skills (2)

Desirable

• Ability to prioritise a busy workload (2)

Knowledge

Essential

• Basic understanding of practical Data Protection issues (2)
• Knowledge of child and adult protection issues (2)

Personal Qualities

Essential

• Able to work well within a team o Able to work to tight deadlines and within available resources (2)
• Able to work outside normal working hours on occasion if necessary to meet the needs of the department o Able to work on any hospital site (2)

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Maple Ward

Lewisham Hospital, Lewisham High Street

LONDON

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)