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  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Healthcare

AI generated summary

  • You should have strong organizational skills, excellent communication abilities, and experience in clerical support within a healthcare setting, along with data management and problem-solving skills.
  • You will book appointments, assist patients and staff, manage documentation, ensure data quality, liaise with services, and provide clerical support in a busy ward environment.

Requirements

  • KEY DUTIES
  • Book outpatient appointments for patients
  • Resolve patients, staff and visitors problems adopting a courteous manner at all times.
  • Welcome patients to come into the ward/area and keep them updated on bed availability.
  • Chase HRS (Health Record Supplements) for all inpatients and ward attenders
  • Ensure any ward attender or outpatient activity is accurately recorded on the PAS system.
  • Book flights and taxis for out of area patients
  • Arrange accommodation for relatives where necessary.
  • Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer.
  • Deliver and collect patients and staff mail within the ward.
  • Ensure adequate stationery is ordered in a timely manner and stored appropriately.
  • Organise ambulances for return and discharge of patients with North West Ambulance Service
  • Create spread sheets for ward information as required.
  • Request letters/patient information/medical records from other hospitals.
  • Create high quality signs and documents relating to ward information.
  • Report and follow up all IT faults to the IT helpdesk.
  • Attend ward meetings and any relevant courses.
  • Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
  • Provide clerical support to ward manager, including taking notes at meetings as necessary.
  • Photocopy any necessary documentation as directed by the ward manager.
  • Hand deliver any urgent diagnostic requests and pharmaceutical requests (TTOs)
  • Make deliveries of key documents and/or other items to other areas of the hospital as required.
  • Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
  • Print patient labels and wristbands.
  • Adhere to all relevant Trust policies and guidelines.
  • Addendum To Standard Duties
  • Prepare case note trolleys for three daily ward rounds.
  • Generate up to date list of patients requiring medical review on other wards for Physician of the Day
  • Provide emergency out of hours Ward Administrator support to the Care Group
  • Provide clerical support, including taking minutes as required, to the Ward Manager and Matron
  • Ensure Health Record Supplements are maintained.
  • Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
  • Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
  • Prepare ICU files for audit purposes.
  • Escort visitors to bereavement office as required.
  • Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
  • Liaise with social services, community midwifery teams, registry office, theatres, etc
  • Generate hospital numbers for babies and unbooked mothers.
  • Ensure birth notifications completed.

Responsibilities

  • Book outpatient appointments for patients
  • Resolve patients, staff and visitors problems adopting a courteous manner at all times.
  • Welcome patients to come into the ward/area and keep them updated on bed availability.
  • Chase HRS (Health Record Supplements) for all inpatients and ward attenders
  • Ensure any ward attender or outpatient activity is accurately recorded on the PAS system.
  • Book flights and taxis for out of area patients
  • Arrange accommodation for relatives where necessary.
  • Answer telephone calls and liaise with patients and relatives regarding admission, discharge and transfer.
  • Deliver and collect patients and staff mail within the ward.
  • Ensure adequate stationery is ordered in a timely manner and stored appropriately.
  • Organise ambulances for return and discharge of patients with North West Ambulance Service
  • Create spread sheets for ward information as required.
  • Request letters/patient information/medical records from other hospitals.
  • Create high quality signs and documents relating to ward information.
  • Report and follow up all IT faults to the IT helpdesk.
  • Attend ward meetings and any relevant courses.
  • Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
  • Provide clerical support to ward manager, including taking notes at meetings as necessary.
  • Photocopy any necessary documentation as directed by the ward manager.
  • Hand deliver any urgent diagnostic requests and pharmaceutical requests (TTOs)
  • Make deliveries of key documents and/or other items to other areas of the hospital as required.
  • Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
  • Print patient labels and wristbands.
  • Adhere to all relevant Trust policies and guidelines.
  • Prepare case note trolleys for three daily ward rounds.
  • Generate up to date list of patients requiring medical review on other wards for Physician of the Day
  • Provide emergency out of hours Ward Administrator support to the Care Group
  • Provide clerical support, including taking minutes as required, to the Ward Manager and Matron
  • Ensure Health Record Supplements are maintained.
  • Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre)
  • Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
  • Prepare ICU files for audit purposes.
  • Escort visitors to bereavement office as required.
  • Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
  • Liaise with social services, community midwifery teams, registry office, theatres, etc
  • Generate hospital numbers for babies and unbooked mothers.
  • Ensure birth notifications completed.

FAQs

What are the main responsibilities of a Ward Administrator?

The main responsibilities include booking outpatient appointments, resolving issues for patients, staff, and visitors, maintaining accurate records, managing patient transport and accommodations, and providing clerical support to the ward manager.

Will I need to interact with patients and their families?

Yes, you will be required to welcome patients, provide updates on bed availability, and liaise with relatives regarding admissions, discharges, and transfers.

What systems will I need to use as a Ward Administrator?

You will need to use the Patient Administration System (PAS) to record activities and manage patient information, as well as speciality specific patient information systems when covering specialist areas.

Is there a requirement to manage patients' travel arrangements?

Yes, you will be responsible for booking flights and taxis for out-of-area patients and arranging accommodation for relatives when necessary.

Will I be involved in any meetings or training?

Yes, you are expected to attend ward meetings and relevant training courses.

What should I do if I encounter any IT issues while performing my duties?

You should report and follow up all IT faults to the IT helpdesk as part of your responsibilities.

Will there be occasions where I need to support colleagues in other areas, such as AMU or ICU?

Yes, you may need to cover specific duties described in an addendum when supporting colleagues in direct patient access areas or specialist areas.

How will I ensure that patient information is handled correctly?

You will work closely with the multi-disciplinary team to maintain high standards of data quality and adhere to the Data Quality Policy requirements.

Is patient confidentiality a priority in this role?

Yes, patient confidentiality is critical, and you are expected to adhere to all relevant Trust policies and guidelines to ensure privacy and security.

What kind of clerical support will I be expected to provide?

You will provide clerical support to the ward manager, including taking notes at meetings, photocopying documentation, and managing various patient records.

Science & Healthcare
Industry
5001-10,000
Employees
2019
Founded Year

Mission & Purpose

Mersey and West Lancashire Teaching Hospitals NHS Trust offers a wide range of healthcare services across Merseyside and West Lancashire. Their mission is to provide high-quality, patient-centered care while fostering education and research. They focus on delivering excellence in clinical care, improving patient outcomes, and advancing medical knowledge through teaching and innovation.