The role of Ward Administrator at Mersey and West Lancashire Teaching Hospitals NHS Trust involves providing comprehensive administrative support on identified wards to ensure smooth operations for staff and patients. Key responsibilities include booking outpatient appointments, managing patient admission and discharge processes, resolving inquiries, maintaining accurate records on the PAS system, and arranging transportation and accommodation for out-of-area patients and their relatives. The administrator will also deliver and collect mail, handle stationery supplies, and support the ward manager with clerical tasks and data quality maintenance.
Additional duties may involve covering specialized areas like AMU and ICU, where responsibilities can include preparing case notes, generating patient review lists, and assisting with emergency out-of-hours support. The role requires strong communication and organisational skills to work effectively with diverse teams and maintain high standards of service while adhering to Trust policies. The position demands flexibility in tasks to adapt to changing priorities and might require participation in additional training or meetings.
Additional duties may involve covering specialized areas like AMU and ICU, where responsibilities can include preparing case notes, generating patient review lists, and assisting with emergency out-of-hours support. The role requires strong communication and organisational skills to work effectively with diverse teams and maintain high standards of service while adhering to Trust policies. The position demands flexibility in tasks to adapt to changing priorities and might require participation in additional training or meetings.
To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards. To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary.
Previous applicants need not apply
- Book outpatient appointments for patients
- Resolve patients, staff and visitor's 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
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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.
When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.
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 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.
The duties contained in this job description are not intended to be exhaustive. It is intended that the post holder will be flexible in the duties that he/she performs. Following consultation with the post holder his/her duties may be varied from time to time, in order to meet changing priorities and to maintain the sections effectiveness. A review of the job description will be carried out on an annual basis or earlier if required.
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