Ward Administrator

7 months ago

London, United Kingdom Fortius Full time

Fortius Clinic is the UK’s largest private orthopedic group. We are building our business on a passion for excellence, an innovative approach in all that we do and working together to put patients first. We require a receptionist to become part of a talented, dedicated team of people committed to providing the very best in orthopedic and sports injury care. We have three Outpatient Diagnostic and Treatment Centres (ODTCs), in Marylebone, City and Wimbledon.

**Purpose of Job**
- Responsible for the provision of a comprehensive, and efficient administrative service to the ward.
- Offer effective support to the ward team to ensure a smooth flow of patients attending clinic.
- Responsible for the safe keeping and maintenance of both electronic and paper patient files.
- Manage enquiries from patients, relatives and other service users swiftly and sensitively.
- Responsible for ensuring hospitality and housekeeping are consistently reaching and maintaining a high standard of service.
- Answer and manage telephone enquiries accurately, ensuring clarity, confidentiality and courtesy are prioritised at all times.

**Dimensions**
- Financial - monitor the use of consumables used by the ward and by the patients.
- Secretarial liaison - frequent and timely co-ordination with medical secretaries to ensure patient records are well managed.
- Recording in real time all ward admissions, discharges and transfers in order to achieve and maintain a “live and accurate” bed board.
- Environment - the ward has 4 en-suite rooms and 7 patient pod areas. It will be operational Monday to Friday from 6am to 8pm.

**Principal Accountabilities**
- Comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately and in a timely manner.
- Responsible for the clinical information systems on the ward, particularly in respect of case records, (both electronic and paper) ensuring that they are kept up to date and accurate and in accordance with policy and procedure.
- Make up new files and wrist bands as required, update labelling and information sheets as necessary keeping all case notes in a logical and clear system throughout patient stay.
- Ensure that all information is handled in a confidential manner, and in line with Fortius policies and data protection guidelines.
- Greet visitors to the ward, showing sensitivity and initiative at all times, in person and on the telephone.
- Take and manage messages accurately and follow up as required. Be the contact point for members of the team during office hours, responding appropriately and swiftly in an emergency.
- Liaise with other departments and staff at all levels, both internally and externally to ensure a seamless patient journey.
- Keep the nursing office tidy and organised ensuring bed allocation board is correct at all times
- Help with room and pod allocation for patients.
- Maintain and manage the ward’s stationery, stock and non-stock supply, both clinical and non-clinical ensuring that the stock level is adequate, proportionate and cost-effective at all times.
- Undertaking any other duties as required by the line manager.

**Main Contacts**
- Ward Sister/Charge Nurse
- Ward Staff
- Physiotherapists
- Front of House Staff
- Consultants
- Anaesthetists
- Other medical staff
- RMO
- Theatre Staff
- Recovery Staff
- Housekeeping
- Medical Secretaries
- Patients, relatives and carers.
- Theatre Scheduler/Bookings Clerk
- Lead Nurse

**Decisions and Impact**
- The ward administrator is responsible for the management and prioritisation of their own workload without direct supervision and must ensure that the administrative needs of the service are met to support the delivery of high quality patient care.

**Qualifications / Knowledge / Skills / Experience**

**Essential**

Good standard of English and Maths (GCSE) or equivalent

Excellent interpersonal and communication skills (verbal and written English)

In-depth experience of working in a customer service /front of house role

Excellent organisation skills and ability to prioritise and manage a busy workload without direct supervision

Able to keep calm when under pressure and deal effectively with unanticipated demands

Excellent customer service skills and ability to work with a range of stakeholders

Able to handle sensitive information without compromising confidentiality

Good telephone manner

Flexible and adaptable to meet service needs
**Desirable**

Previous ward administrator or administrative experience working in healthcare

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