Ward Administrator

Job summary

We are looking to recruit a motivated and enthusiastic individual to join our unit. We are looking for a team player with excellent both written and verbal/listening communication skills, who has the ability to maintain a calm, positive outlook, have a flexible approach to their work and is able to prioritise, and work under pressure.

You will mainly play a key role in ensuring the day to day running of the busy unit and ensuring that the administration of patient records and the general tasks requested are carried out in a timely and professional manner.

The post holder requires to have high level of customer support skills in a very emotive environment as you will be the first point of contact for the patient, relatives and visitors to the unit.

You will be the named point of contact for administrative issues relating to the unit.

Dartford and Gravesham NHS Trust (DGT) is a dynamic and transforming Trust, committed to delivering the highest quality service to the communities it serves. DGT is an organisation that is genuinely committed to making you feel valued and important by supporting your physical and mental wellbeing, your career development and your general enjoyment of work.

This position will not be supported for visa sponsorship. All applicants are expected to have valid right to work document to work in the UK when applying for this position.

Main duties of the job

The post holder will provide administrative support to the Ward Sister or shift co-ordinator, facilitating the efficient running of the unit/ward.

They will be responsible for meeting and greeting patients and relatives/carers in a professional manner, dealing with all enquiries as appropriate.

The post holder will be the named point of contact for administrative issues relating to the unit.

About us

We are committed to being an inclusive and diverse employer. We strive to employ people who reflect the communities we serve, and aim to create an inclusive culture where everyone can reach their full potential. Whatever your race, ethnicity, belief, generation, sexual orientation, gender or gender identity, disability or experience, you'll appreciate the opportunities we give you to work in an inclusive atmosphere. We welcome applications from people of diverse backgrounds, perspectives and experiences to build on the progress we've achieved to make our Trust diverse and the best place to work. We celebrate the diversity of thought, viewpoints and ideas that help us overcome challenges and embrace new possibilities. We have signed the Armed Forces Covenant Pledge and have a commitment to the Armed Forces Community.

If you are considering applying for a role, please be aware that as an NHS Employee you may have contact with vulnerable service users. We strongly encourage that all our staff are vaccinated against COVID-19 and are vaccinated annually against Flu, in order to protect the health and safety of our staff and patients. Your commitment will help us to put the safety and care of our patients first, as well as helping us to protect you and your colleagues.

Job description

Job responsibilities

Administrative Responsibilities:

Handle general telephone enquiries, provide appropriate responses and refer on to other members of staff if necessary.

Track and update patient movement through the unit/ward.

Maintain the validity and accuracy of information, and ensure all paper and electronic records/bed states are appropriately maintained, , bed occupancy system, and performing a daily update of PAS, (REAL TIME bed management), ensuring any data input errors from the previous day are reported and corrected.

Assist, where applicable, in ensuring all Trust targets are met.

Participate in the collection of data for audit, as required.

Provide administrative support to the Senior Sister as required, taking responsibility for issues as appropriate, , Serco re maintenance and repairs, IT helpdesk for installation and maintenance issues, Patientline, HSA and insurance forms, provision of medical certificates, etc.

Manage the Senior Sisters diary and emails as appropriate, and highlight problems/issues as they occur.

Provide support in relation to the administration of staff PDRs and management/monitoring of staff annual leave/sickness.

Liaise with Bed Bureau and the Transport Department as necessary.

Liaise with external departments as required and arrange appointments for Out-Patient and In-Patient testing.

Maintain the safe storage of patient records on the unit/ward. Oversee their maintenance, , filing, amalgamating notes, whilst encouraging other professionals to adhere to the correct filing order.

Person Specification

Education and Training

Essential

NVQ Level 2/3 or equivalent experience Good standard of literacy and numeracy

Desirable

Customer care training.

Knowledge and Skills

Essential

Receptive body language Able to manage workload Effective communication skills Able to problem solve Organisation skills Able to work independently Able to recognise and deal with conflict Able to maintain confidentiality

Desirable

RSA or similar typing/word processing attainment European Driving Licence (ECDL) Medical terminology knowledge

Experience

Essential

Administrative/clerical experience Experience in a customer care environment

Desirable

NHS experience Experience of using PAS Reception experience

Personal Attributes

Essential

Team player Approachable

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