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Ward Administrator

3 months ago

Plymouth, Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

Job summary

The Neonatal Team have a vacancy for a full time Ward Administrator to work Monday to Friday between the hours of - This post is full time hours worked over 5 days. The post is interesting and varied, and requires an ability to work as part of a Ward Administrator Team.

Applicants should have a mature and responsible attitude and be able to demonstrate excellent organisational, written and verbal communication skills. The successful candidate will have previous NHS experience, with additional clerical experience and use of the IPM system being an advantage and should have keyboard skills.

Training is provided for the various information technology systems used within the Trust although previous knowledge would be an advantage.

If you would like any further information and an informal chat, please contact Leanne Hargreaves , Paediatric & NICU Medical Rota and NICU Admin Manager Tel;

***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.***

Main duties of the job

To provide a clerical service to the ward and assist nursing staff in reception of families and visitors to the ward. Provide administration support to the team of nursing and clinical staff Ensure all systems are kept up to date to allow smooth running of the ward and meeting RTT standards To liaise with other departments providing necessary notes and various patient information/ results for medical & nursing staff, supporting the care of our patients

About us

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 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.

Job description

Job responsibilities

To receive and welcome parents, children and visitors to the ward. Answering telephone enquiries in conjunction with, and under the direction of, nursing staff. Commence paperwork as appropriate on patients admission ensuring information is added to IPMS, Salus and Edis Systems. Make up admission packs, theatre paperwork, etc. as appropriate Register new patients on iPMS (Information Patient Management System), ensuring double registration does not occur. Receiving results by telephone from laboratories. Obtaining notes, create and receive Thin Files from other departments using iPMS Ensuring all hospital notes and Thin Files coming into and leaving the ward are accurately traced using iPMS Recording off duty information and amendments on computer. Liaising with other departments and secretaries regarding appointments, investigations to be arranged and booking transport as required. Entering and processing admissions into the ward diary for waiting list admissions and general booked admissions. As required, telephone patients with urgent/last minute appointments. Filing reports when signed by doctor and ensuring notes are kept in accordance to the Plymouth Hospitals NHS Trust Policies. Entering admissions and discharges on iPMS. Including in-patients and day cases. General use of the VDU for clerical and identification purposes. General liaison with other departments under direction of the nurse in charge. Photocopying and faxing when required. Sorting and opening incoming post accordingly. Liaising with Post Room staff for collection of urgent specimens. Maintaining stocks of stationery and general medical equipment as requested by Ward Manager. To assist the line manager in training other members of staff as requested. To cover opposing ward areas when requested The Administration manager, during staff absence or increased workload. Work in conjunction with Paediatric Appointment Staff/ NICU Medical Secretaries to ensure out-patient follow-up appointments are arranged as requested by clinician in line with follow-up waiting list procedures. To carry out any other clerical duties as determined by the line manager/ward manager. Work within the framework of the Trusts Waiting List Policy and APN notifying the line manager of relevant issues in a timely manner.

COMMUNICATIONS & WORKING RELATIONSHIPS

Receive and deal with confidential telephone enquiries from patients. Be able to handle patient complaints, including face-to-face. Liaise with various departments and professionals within the hospital and outside agencies via verbal and written communication. To be a team member within the ward and able to multi skill within the various clerical areas. To work closely with other admin and clerical staff within the division. Person Specification

Knowledge & Experience

Essential

Previous clerical demonstrable experience Demonstrable experience of dealing face-to-face with the general public and difficult customers/patients Demonstrable experience of working within a busy environment

Desirable

Demonstrable experience in a large clinical setting Previous clerical demonstrable experience Proven knowledge of patient management systems

Qualifications

Essential

Educated to GCSE grades A-C (9-4) or equivalent in Maths and English, or equivalent demonstrable experience

Desirable

NVQ Business Administration level 2 or 3

DISPOSITION / ATTITUDE / MOTIVATION

Essential

Able to work well in a busy environment Proactive, takes own initiative Team member Flexible and positive attitude to work

Desirable

Willingness to learn and develop in a challenging environment

OTHER FACTORS

Essential

Demonstrate an understanding of confidentiality Flexibility to cover colleagues during absences