Ward Administrator

We are seeking an enthusiastic a band 2 Ward Administrator to work . The applicant will provide a comprehensive admin service to the Ward, and assist the Nursing staff in the reception of patients and visitors to the ward. Liaise with midwives, midwifery support workers and community midwifery management to support the provision of high-quality care. To work in collaboration with staff in other areas of the Care Group and Trust to facilitate a streamline service for patients. This is a part time position.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Provide and deliver a high standard of a full clerical service to the ward using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical proven knowledge.

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

• Deal with enquiries, including telephone enquiries in conjunction with and under the

direction Clinical / nursing staff.

• Responsible for ensuring notes are available for clinical coding within the required timeframe
• Receiving results by telephone from laboratories.
• Maintain Hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
• Entering admissions and discharges on iPM, including ward transfers, clinical transfers and

speciality transfers and updating patient information where necessary.

• Ensuring that the bed state is kept up to date on iPM
• Commence paperwork as appropriate on patient’s admission ie new front sheets and labels
• File reports, ensuring they have firstly been seen and initialled/actioned if necessary by

Medical/Nursing staff.

• Ensure availability of case notes (including investigation reports) for all admissions.

Obtaining notes from other departments using computerised tracing system

• Tracing of notes in and out of ward using the computerised tracing system
• Liaising with other departments and secretaries regarding referrals, appointments,

investigations to be arranged and booking transport as required and updating iPM as per
Trust Policy. (NB referrals and investigations should be delivered or phoned through and
not put in post).

• GP to be notified of patient death.
• Keep an up to date list of all investigations requested on the ward and advise junior medical

staff accordingly.

• Entering and processing admissions into the ward diary for waiting list admissions and

general booked admissions.

• Keep ward desk area tidy and free of clutter.
• Keep the ward office tidy and stationery replenished, distribute and redirect mail.
• Order supplies from EPROC as requested by the nursing staff: follow-up outstanding

requests for repairs.

• Make up admission packs, etc. as appropriate.
• General use of the VDU for clerical and identification purposes.
• Photocopying and faxing when required.
• Distribution of post and re-directing of mail.
• Liaising with Post Room staff for collection or urgent specimens.
• Work closely with medical staff and with other members of the disciplinary team.
• To integrate into the departmental team and be able to relate to patients and families.
• To assist in the training of students allocated to the ward.
• Relieve other ward clerks as and when required by the Unit and cover maternity reception

as rostered.

• To undertake any additional training required to fulfil the role in line with service

development.

• Other duties, which may be allocated by the Ward Manager or Administration Manager
• Operate Salus