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Ward Administrator

3 months ago

Plymouth, Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time
We are seeking an enthusiastic a band 2 Ward Administrator to work.

The applicant will provide a comprehensive admin service to the Ward, and assist the Nursing staff in the reception of patients and visitors to the ward.

Liaise with midwives, midwifery support workers and community midwifery management to support the provision of high-quality care.

To work in collaboration with staff in other areas of the Care Group and Trust to facilitate a streamline service for patients.

This is a part time position.

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.


Provide and deliver a high standard of a full clerical service to the ward using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical proven knowledge.


  • Deal with enquiries, including telephone enquiries in conjunction with and under the
direction Clinical / nursing staff.

  • Responsible for ensuring notes are available for clinical coding within the required timeframe
  • 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 and updating patient information where necessary.

  • Ensuring that the bed state is kept up to date on iPM
  • Commence paperwork as appropriate on patient's admission ie new front sheets and labels
  • File reports, ensuring they have firstly been seen and initialled/actioned if necessary by
Medical/Nursing 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
  • Liaising with other departments and secretaries regarding referrals, appointments,
investigations to be arranged and booking transport as required and updating iPM as per
Trust Policy. (NB referrals and investigations should be delivered or phoned through and
not put in post).

  • GP to be notified of patient death.
  • Keep an up to date list of all investigations requested on the ward and advise junior medical
staff accordingly.

  • Entering and processing admissions into the ward diary for waiting list admissions and
general booked admissions.

  • Keep ward desk area tidy and free of clutter.
  • Keep the ward office tidy and stationery replenished, distribute and redirect mail.
  • Order supplies from EPROC as requested by the nursing staff: followup outstanding
requests for repairs.

  • 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 redirecting 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 assist in the training of students allocated to the ward.
  • Relieve other ward clerks as and when required by the Unit and cover maternity reception
as rostered.

  • To undertake any additional training required to fulfil the role in line with service
development.

  • Other duties, which may be allocated by the Ward Manager or Administration Manager
  • Operate Salus