Ward Administrator

We have a full-time vacancy for a Band 3 Ward Administrator to work on our Acute Medical Unit at the Princess Royal University Hospital, King’s College Hospital NHS Foundation Trust.

The post is 30 hours per week, Monday to Sunday, working a shift pattern.
- To provide a high quality administrative and clerical support to the nursing and medical staff.
- To be responsible for the management of patient information and to ensure accurate data quality.
- To assist nursing staff with discharge planning.
- To provide a full and professional front of house service for patients, visitors and staff ensuring they are informed appropriately.

The post is busy and requires the post holder to be organised, communicate accurately and enjoy working as part of a team. You will be responsible for providing reception, clerical and administrative support to the ward team, ensuring co-ordination of non-clinical ward duties and IT hospital administrative systems (EPR/PIMS) are accurate. Excellent communication skills and a good customer service and interpersonal skill set are required as you will be dealing with patients, carers and medical teams on a daily basis.

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

MAIN DUTIES & RESPONSIBILITIES
1. Data Quality
- To update and maintain accurate patient data and complete patient demographics, including next-of-kin and ethnicity details, on the computer based system EPR/PiMS and medical records and admission books.
- Identify irregularities, such as missing required items, review and improve quality of data.
- To ensure that EPR/PIMS and the ward whiteboard are kept updated and accurate. Liaising with the Ward Manager/Nurse in Charge and Clinical Administrators where necessary.
- To enter and retrieve data from all current Trust computer systems in place to acceptable data quality standards and to use the circulated data quality reports to correct omissions.
- To ensure that the consultant and speciality codes recorded on EPR/PIMS are accurate and that 18 Week rules are applied.
- To conduct quality audits as requested by the medical teams and nursing staff.
- To ensure that full medical records are available for all patients admitted to the ward, and include updated front sheets and labels. This may involve locating and transporting patient’s medical notes from other areas around the hospital or requesting notes from the off-site storage facility.
- To renew any old medical records folders and amalgamate any temporary notes into the appropriate buff folder and ensuring notes are correctly tracked.
- To organise documents in the correct order, securing new or loose sheets onto clips in accordance with the Trust’s Medical Records Policy.
- To ensure that all medical notes are tracked into the ward and booked out to the appropriate department via the PIMS system.
- To assist in the maintenance of the filing system of hospital records held within the ward and to undertake the monthly notes availability audit.
- To ensure the medical records available for the clinical coding department on request.
- To ensure that the medical records for deceased patients are delivered to Bereavement Services by midday of their next working day.

1. Customer Care/Patient Liaison
- To welcome and provide a full front of house service to patients and their relatives/visitors onto the ward, ensuring that security and infection control measures that are in place are adhered to.
- To ensure that all clinical referrals are forwarded to the relevant internal department and/or external agencies.
- After discharge of patients to make out-patient/follow-up appointment as requested by clinical team and to communicate the deta