Ward Administrator inAshford inAshford PUBLISHED WED 9 OCT 2024

£23,957 to £25,532 a year dependent upon qualifications and experience PERMANENT GOOD SALARY

EMPATHY NHS

Spencer Private Hospitals Ltd rhIQ0EOu

The Ward Administrator at Spencer Private Hospitals Ltd in Ashford is a crucial support role that involves managing administrative tasks to ensure effective hospital operations. The individual will provide clerical support to clinical management, facilitate communication across various departments, handle patient queries, and maintain accurate records for admissions and discharges. Responsibilities include organizing patient documentation, managing IT systems for record-keeping, assisting with financial inquiries, and ensuring compliance with hospital policies.

Candidates must possess strong organisational skills, attention to detail, and excellent communication abilities, all while upholding patient confidentiality. The position offers training on specific IT systems and requires collaboration with clinical staff, finance teams, and patient care services to deliver exceptional customer service and facilitate the smooth functioning of the hospital.

We are looking for a highly organised person with excellent customer service skills to join our small and friendly hospital teams at our Ashford and Canterbury sites. The Ward Administrator plays a key role in the running of the hospital, ensuring that records are updated accurately and in a timely manner, providing administrative and clerical support to the clinical management, dealing with patient queries and liaising with colleagues in both clinical and non-clinical departments across the business to ensure the smooth running of services. This role requires a high level or organisational skill, attention to detail, excellent communication and customer service skills and appreciation of the importance of patient confidentiality. A number of IT systems will be used, for which full training will be given.

Interview Date: 18th November 2024

To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites.

Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner.

About us
Job Purpose
To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites.
Key Relationships
Hospital Director
Clinical Management
Ward nurses
Outpatient nurses
Customer Engagement Team
Customer Experience Team
Patients
Consultants
Key Responsibilities
Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner.
Organise, scan and attach documentation to patient records.
Ensure that patients are admitted and discharged on the relevant systems and that copy EDNs are filed in the patient notes on discharge.
Liaise with clinical, finance and admin colleagues as well as consultants and colleagues from EKHUFT to ensure the smooth running of the hospitals.
Ensure that admission packs and notes are prepared and available prior to patient admission.
Plan and organise the transfer of patient notes and provision of relevant documentation, using the NHS PAS / Allscripts and inhouse systems, ensuring their availability for the nursing team, consultants prior to patient admission and for the coders after patient discharge.
Assist in the preparation reports, both ad hoc and regularly scheduled, internal and external, ensuring accuracy and timeliness of submission.
Provide excellent customer care, showing tact, empathy and discretion in dealing with patients and relatives.
Answer and direct phone calls and emails, providing excellent customer service and liaising with colleagues across the business to ensure that queries are dealt with efficiently.
Assist with bed planning.
Assist with the annual review of departmental policies and procedures to ensure they reflect good practice and ensure requirements are complied with.
Assist in the annual review and updating of hospital SLAs.
Order ward and office supplies
Assist in the ordering of theatre equipment when required.
Financial
Liaise effectively with the finance and administration teams to handle and resolve patient queries.
Liaise with the Finance and coding team to ensure that patient stays can be coded and invoiced in a timely manner.
Business Development
Develop in depth service knowledge and offer information about our services to our clients.
Keep up to date with new services offered.
Arrange meetings with any new prospective clinical colleagues.
Promote, be available and offer tours of the unit to any patients wishing to view the ward prior to choosing Spencer.
Quality
Assist the clinical management in retaining the ISO9001:2Quality Management), ISO14001:2Environmental) and Investors in People accreditations.
Maintain an accurate medical record system.
Ensure all computer systems are kept up to date at all times e.g., EDN, Sunrise, NJR, Patient Centre and Compucare
Assist in any clerical duties considered necessary for the smooth running of the hospital, such as helping to locate consultants, collate and file all patients notes on admission and / or discharge, ensuring that they are complete and in the correct order,
Assist with any stock take requests.
Assist with audits and site inspections as directed by the Hospital Director
Carry out any other administrative duty that facilitates the smooth running of the ward reception as directed by any clinical colleague.
Workforce
Participate in in-house training sessions, attend meetings and discussions as and when required.
Maintain stock levels of all pre-assessment paperwork, forms and pathways.
Work as part of a team providing cover at all sites as and when required.
Prepare and maintain off-duty rotas for the ward, making optimum use of staff over a six week period.

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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: Click to view

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.