Ward Administrator

2 weeks ago

Oxford, Oxfordshire, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

Job Title:

Ward Administrator

Location:

Cardiothoracic Directorate

Grade:

A&C Band 3

Hours:

37.5 hours per week

Accountable to:

Senior Ward Administrator

Responsible to:

Patient Access Manager


We are looking for a full time dynamic and motivated individual to provide administrative support to our friendly and supportive Cardiac intensive care team (Monday - Friday).

They would be first point of contact on our busy reception areas for our ITU patients, relatives and other multi-disciplinary teams.


We are looking for someone with excellent IT skills, knowledge and experience of using EPR (electronic patient records) would be an advantage although training will be given.


  • Liaise with other departments/hospitals to obtain further reports and investigations in preparation to a patient's surgery.
  • Scanning of all patient's medical paperwork through our trust SCANIT system following trust guidelines when doing so. Keep notes trolley in order. Ensuring that filing is kept securely in preparation of scanning when patients are discharged or transferred to another ward/hospital.
  • Ensuring all rehab referrals are sent on off to our patient's local hospitals to be followed up postsurgery/procedure
  • Create records for new interhospital transfers and upload patient tests results and investigations in preparation of the patient transferring from another trust.
  • Act as a first point of contact for patients, relatives, visiting staff welcoming them to the ward and dealing with any queries regarding admission, discharge, visiting times, accommodation, insurance, parking. Always maintain confidentiality of patient information.
  • Answering telephone enquiries and the door, exercising judgement to analyse and resolve problems where appropriate, taking appropriate action, or referring to the coordinator or Ward Sister as appropriate.
  • Ensuring daily the ward emergency 724 computers are working and an audit trail is kept.
  • Making necessary arrangements/follow up for general ward maintenance and the repairing of equipment in the absence of the ward housekeeper


The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.


Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.

We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family.

Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

  • Sorting incoming mail and directing as appropriate.
  • Liaise with patients/relatives to issue patient sickness certificates and relative parking permit forms referring any queries regarding these to the Ward Sister.
  • Making sure patients on the ward are under their correct consultant, changing as necessary.
  • Attend daily bed meeting in order to support ward staff, as required, with the smooth running of the ward patient admissions, discharges and transfers,
  • Undertake audits as directed by ward Sister.
  • To demonstrate good communication skills when dealing with patients, families, multidisciplinary team, other departments / hospitals, community health professionals, utilising a professional approach and demonstrating tact, diplomacy, persuasive skills and empathy referring on to ward sister/cocoordinator where appropriate.
  • To complete all mandatory training according to Trust and local policy through liaison with the ward sister.
  • Perform any other duties appropriate to the grade and objective of the post as directed by the ward manager.
  • To be flexible/willing to assist all areas within the Directorate at times of sickness or increased workload.
  • Be first contact for all elective patients due in daily, ensuring the patients are kept up to date throughout the day. Subject to lack of beds work with the coordinator to organise another admission pathway for the patient.
  • Receive new patients to the ward ensure all their details are correct including nok, printing stickies and wristbands before showing them to their room/patient lounge.
  • Working with the clinical teams on the ward updating our electronic patient bed board system in real time ensuring all admissions (including emergencies), discharges, transfers and deaths, and any changes in consultant care are updated onto the EPR throughout the day.
  • Arrange admissions and complete documentation to comply with hospital statistical and management information requirements
  • When there is limited bed availability booking of bed and breakfasts for elective patients will be required along with organising taxi's to and from the bed and brea

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