Ward Administrator
3 weeks ago
We are seeking a highly organized and detail-oriented Ward Administrator to join our team at Lewisham and Greenwich NHS Trust. As a key member of our administration team, you will be responsible for providing administrative support to the ward staff, ensuring the smooth running of the ward, and maintaining accurate records.
Main Duties- Provide administrative support to the ward staff, including answering phone calls, responding to emails, and handling patient messages.
- Manage patient records, including registering patients, updating their details, and ensuring accurate data entry.
- Assist with the booking of hospital transport for patients, liaise with the Transport team, and ensure that all necessary documentation is completed.
- Participate in administration duties, such as answering the phone, handling cancellation emails, post, date stamping, photocopying, and scanning.
- Provide cover for colleagues during annual leave, sickness, and busy periods, which may involve working at different sites.
- Be fully competent in the features of the hospital computer system, undergo further training as required, and assist new staff with training.
- Manage potentially aggressive or verbally abusive visitors to the ward, following agreed procedures and protocols.
- Refer enquiries to the line supervisor or manager, ensuring patient confidentiality is maintained and prompt and accurate responses are provided.
- Direct commercial and other visitors to the right department, ensuring that the relevant people are notified.
- Keep up-to-date records of staff and visitor movement in and out of the ward, in line with Health and Safety procedures.
- Manage the tidiness and appearance of the reception area.
- Highlight any referrals that require urgent attention and deal with them promptly, which may involve discussions with the medical team to arrange patient bookings.
- Develop working relationships across the trust with consultants and their teams, including medical secretaries, specialty, and general managers.
- Check all medical records in the morning, ensuring all loose pages are filed correctly.
- Update the whiteboard as required.
- Assist nursing staff with ensuring correct wristbands are available in EPRS.
- Get the Family and Friends Test completed when a patient is discharged.
- Take or collect TTAs to Pharmacy when the pharmacist is unable to come to the ward.
- Reception Area: First point of contact for patients, their friends, and families, ensuring messages are passed on appropriately and in a timely manner.
- Register patient details on Cerner, ensuring a high level of data accuracy.
- Admit and discharge patients on Cerner and EPRS.
- Deal with written and telephone enquiries for the wards as appropriate.
- Book follow-up appointments as required.
- Participate in administration duties, such as answering the phone, handling cancellation emails, post, date stamping, photocopying, and scanning.
- 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, which may involve working at different sites.
- Be fully competent in the features of the hospital computer system, undergo further training as required, and assist new staff with training.
- Manage potentially aggressive or verbally abusive visitors to the ward, following agreed procedures and protocols.
- Refer enquiries to the line supervisor or manager, ensuring patient confidentiality is maintained and prompt and accurate responses are provided.
- Direct commercial and other visitors to the right department, ensuring that the relevant people are notified.
- Keep up-to-date records of staff and visitor movement in and out of the ward, in line with Health and Safety procedures.
- Manage the tidiness and appearance of the reception area.
- Highlight any referrals that require urgent attention and deal with them promptly, which may involve discussions with the medical team to arrange patient bookings.
- Develop working relationships across the trust with consultants and their teams, including medical secretaries, specialty, and general managers.
- Check all medical records in the morning, ensuring all loose pages are filed correctly.
- Update the whiteboard as required.
- Assist nursing staff with ensuring correct wristbands are available in EPRS.
- Get the Family and Friends Test completed when a patient is discharged.
- Take or collect TTAs to Pharmacy when the pharmacist is unable to come to the ward.
- Nursing Staff
- Medical Staff
- Allied Health Professionals
- General Managers
- Service Managers
- Medical Secretaries
- Bereavement Office
- Medical Records
- Pharmacy
- Security
- Patients/Carers
- Social Services
- GPs
- Qualifications and Training: Good standard of education, NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- Experience: Previous experience of working in a busy environment, previous experience in an admin role.
- Skills and Ability: Basic computer literacy (Word, Excel, PowerPoint), good organisational and administration skills, good customer care skills, effective communication skills.
- Knowledge: Basic understanding of practical Data Protection issues, knowledge of child and adult protection issues.
- Personal Qualities: Able to work well within a team, able to work to tight deadlines and within available resources, able to work outside normal working hours on occasion if necessary to meet the needs of the department, able to work on any hospital site.
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