Job responsibilities
KEY DUTIES
Addendum To Standard Duties
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
SAFEGUARDING ADULTS & CHILDREN
All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults. You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance of these.
INFECTION CONTROL
All employees are individually responsible for the prevention and control of infection within their own area. The employee must attend Infection Control Induction training and mandatory Infection control training. The employee must follow all, Trust policies, procedures and guidelines relating to Infection Control.
SOCIAL NETWORKING
Staff who access or are members of social networking sites in a private capacity MUST NOT post images that have been taken inside of, in the grounds of, or of Trust premises, or place misleading, malicious, or derogatory comments or references that would damage the reputation of, or misrepresent the Trust, or cause distress to its service users or any other employee. (See Trust Email & Internet Policy)
KEY DUTIES
- Request outpatient appointments for patients
- Resolve patients, staff and visitors problems always adopting a courteous manner
- 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 Medway 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 Northwest Ambulance Service
- Create spreadsheets 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 delivers 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
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
- 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 Grou
- 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 un-booked mothers
- Ensure birth notifications completed
SAFEGUARDING ADULTS & CHILDREN
All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults. You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance of these.
INFECTION CONTROL
All employees are individually responsible for the prevention and control of infection within their own area. The employee must attend Infection Control Induction training and mandatory Infection control training. The employee must follow all, Trust policies, procedures and guidelines relating to Infection Control.
SOCIAL NETWORKING
Staff who access or are members of social networking sites in a private capacity MUST NOT post images that have been taken inside of, in the grounds of, or of Trust premises, or place misleading, malicious, or derogatory comments or references that would damage the reputation of, or misrepresent the Trust, or cause distress to its service users or any other employee. (See Trust Email & Internet Policy)
Job responsibilities
KEY DUTIES
Addendum To Standard Duties
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
SAFEGUARDING ADULTS & CHILDREN
All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults. You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance of these.
INFECTION CONTROL
All employees are individually responsible for the prevention and control of infection within their own area. The employee must attend Infection Control Induction training and mandatory Infection control training. The employee must follow all, Trust policies, procedures and guidelines relating to Infection Control.
SOCIAL NETWORKING
Staff who access or are members of social networking sites in a private capacity MUST NOT post images that have been taken inside of, in the grounds of, or of Trust premises, or place misleading, malicious, or derogatory comments or references that would damage the reputation of, or misrepresent the Trust, or cause distress to its service users or any other employee. (See Trust Email & Internet Policy)
KEY DUTIES
- Request outpatient appointments for patients
- Resolve patients, staff and visitors problems always adopting a courteous manner
- 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 Medway 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 Northwest Ambulance Service
- Create spreadsheets 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 delivers 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
Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:
Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)
- 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 Grou
- 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 un-booked mothers
- Ensure birth notifications completed
SAFEGUARDING ADULTS & CHILDREN
All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults. You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance of these.
INFECTION CONTROL
All employees are individually responsible for the prevention and control of infection within their own area. The employee must attend Infection Control Induction training and mandatory Infection control training. The employee must follow all, Trust policies, procedures and guidelines relating to Infection Control.
SOCIAL NETWORKING
Staff who access or are members of social networking sites in a private capacity MUST NOT post images that have been taken inside of, in the grounds of, or of Trust premises, or place misleading, malicious, or derogatory comments or references that would damage the reputation of, or misrepresent the Trust, or cause distress to its service users or any other employee. (See Trust Email & Internet Policy)
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
Useful skills for a Ward Administrator:
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To work as a Ward Administrator in the UK, you typically need a combination of administrative skills, healthcare knowledge, and interpersonal abilities. Here’s a breakdown of the key skills and qualifications that are generally required:
Administrative Skills:
1. Organizational Skills: Ability to manage and prioritize multiple tasks efficiently.
2. Data Entry and Management: Proficient in using hospital information systems and databases.
3. Record Keeping: Skills in maintaining accurate and confidential patient records and administrative documentation.
4. Scheduling: Experience in managing staff rosters, appointments, and maintaining ward schedules.
Communication Skills:
1. Verbal Communication: Ability to effectively communicate with healthcare staff, patients, and their families.
2. Written Communication: Proficiency in writing reports, memos, and other correspondence.
3. Interpersonal Skills: Ability to build relationships with staff, patients, and visitors, and handle inquiries or complaints effectively.
IT Skills:
1. Computer Literacy: Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with healthcare management software.
2. Data Management: Ability to analyze and report on data, including budgets, staffing levels, and patient flow.
Financial and Resource Management:
1. Budgeting Experience: Understanding of financial processes, including invoicing and resource allocation.
2. Inventory Management: Skills in managing supplies and equipment within the ward.
Knowledge of Healthcare:
1. Understanding of NHS Policies: Familiarity with healthcare regulations, NHS frameworks, and departmental protocols.
2. Health and Safety Awareness: Knowledge of health and safety standards in a hospital setting.
Personal Attributes:
1. Attention to Detail: High level of accuracy and attention to detail in all tasks.
2. Problem-Solving Skills: Ability to identify issues proactively and develop effective solutions.
3. Flexibility and Adaptability: Ability to work in a fast-paced, dynamic environment and adapt to changing priorities.
Qualifications:
- Educational Background: Typically, a minimum of GCSEs in English and Mathematics, and often relevant vocational qualifications (e.g., NVQ in Business Administration).
- Experience: Previous experience in an administrative role, particularly in a healthcare setting, is often preferred.
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