Ward Administrator

An exciting opportunity exists within Haematology & Immunology which sits within the Medicine Care Group. We are seeking to appoint an enthusiastic person to the Haematology Administration Team within the Birch Day Case Unit, Level 08 to support the nursing staff in the reception of patients and visitors to the unit.

The successful candidate will display excellent communication skills, be able to work well within a team and have the ability to work well within a busy environment.

Previous demonstrable experience in a similar role is essential. Also, previous demonstrable experience of a large clinical setting would be an advantage, as would be the use of patient management systems.

***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.***

To provide a clerical service to Birch Day Case Unit and assist the nursing staff in the reception of patients and visitors to the unit.

To work in collaboration with staff in other areas of the service line and Trust to facilitate a streamlined service for the patient.

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.

• Deal with enquires, including telephone enquiries in conjunction with and under the direction of the nursing staff.
• Maintain hospital notes in accordance with PHNT policies and procedures.
• Receive patients, relatives and visitors to the unit.
• Enter admissions, transfers and discharges on iPM, including ward and department transfers and updating patient information where necessary, within half an hour of patient movement when on duty.
• Admit and discharge patients from the outpatient clinics run on the unit.
• Ensure that notes are traced to the unit and traced correctly on iPM.
• Maintain case notes, re-filing and creating additional volumes where necessary, ensuring all clinical notes are in the current volume, and adding new volumes to iPM.
• Print front sheets and ensure adequate addressograph labels are available for all patients.
• Ensure wristbands are printed for all inpatients/day case patients.
• Trace notes in and out of the unit using iPM.
• Take, or where relevant, telephone any requests for investigations to relevant departments.
• Liaise with other departments regarding investigations, recording appointments and pre details in the ward diary and relaying any information to nursing staff and patients.
• Book transport for admissions, transfers or discharge as required.
• Get case notes prepared for porters or ambulance crews, photocopying any relevant clinical notes for patients going to hospitals outside of the Trust.
• Keep notes trolleys clean and tidy.
• Take red top referrals to consultant secretaries or departments after logging them on the computer system.
• Distribute and deal with email, re-directing as necessary.
• Photocopying paperwork and booklets as required.
• Email information within the Trust as required.
• Liaise with MEMS, estates and IT with regard to broken equipment.
• Be required to provide cover for the bookings clerk during periods of absence.

GENERAL TO ALL

• Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.
• Be competent with the iPM computer system
• Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.
• Attend & contribute to Unit meetings.
• Assist & teach new staff members regarding working arrangements, Trust policies and strategies.
• Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.

COMMUNICATIONS & WORKING RELATIONSHIPS

Build and sustain effective communications with other roles involved in the health community as required to ensure good team working and collaborative working practices in particular.

Work collaboratively within in multi-disciplinary team and participate in the training of locum and support staff to Ward/Trust policies and routine.

Daily contact with patients, relatives and all other grades of hospital staff.

GP's

External agencies as required.

OTHER

• Exceptionally busy and stressful workload under significant time pressures and deadlines.
• Requirement to exert physical effort when dealing with quantities of notes
• Requirement to work at a VDU screen for at least 75% of the working day
• Sitting in a restricted position for long periods of time