Ward Administrator

Job overview

To provide high-quality administrative and clerical support to the nursing and medical staff in the ward. To be responsible for the management of patient information and patient movement and to ensure accurate data quality. To provide a full and professional front of house service for patients, relatives and staff, ensuring they are informed appropriately. To act as a member of the team and attend meetings, handovers and huddles.

Main duties of the job

To ensure the patient databases are up to date throughout each day into the night, accurately reflecting patient movements and ensuring all tasks are completed in a timely manner.

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

To welcome and provide a full front of house service to patients and their relatives onto the ward, ensuring that security and infection control measures that are in place are adhered to.

To ensure that all clinical referrals are forwarded to the relevant internal department and/or external agencies.

To ensure that you are well presented and in uniform at all times and the reception desk and waiting areas are maintained in a presentable manner.

To observe and maintain the confidentiality of patient records and staff information at all times.

To ensure that the How Are We Doing (HRWD) patient survey forms are distributed and completed returns collected and made available to the Patient and Public Involvement Department to ensure that the monthly return rate of 50% is achieved.

To request Hospital Transport as directed, ensuring all relevant information is added to the system. To maintain a crosscheck record of transport requests.

To request porters to transfer patients to and from the ward as directed.

To liaise with nursing staff and Ward Hostesses regarding snack box requests.

To assist the nursing, medical and therapy staff with the discharge processes, liaising with Discharge Lounge staff where appropriate.

To be responsible for the ordering of unit supplies as required, including unit stores, patient documentation forms, stationery and electronic/IT equipment via KFM. This will include routine orders to maintain the agreed stock levels, ensuring that orders are placed in time to meet the weekly delivery deadlines, and any ad hoc orders to meet patient needs, specialist equipment or furniture and IT requirements.

To carry out administrative duties such as scanning and photocopying as instructed by the Unit Manager.

To open and distribute mail, forwarding letters to patients who have already been discharged or transferred to other wards.

To act as the liaison with the Trust’s Facilities Department with regard to maintenance jobs and repairs.

To assist with the training of new members of staff as appropriate.

To provide other administrative support as required by the Team Leaders or Ward Managers.

Person specification

Education and Qualifications

Essential criteria

• GCSE A-C in English & Maths, or equivalent

Knowledge and Experience

Essential criteria

• Advanced keyboard use
• Experience of dealing with customers

Desirable criteria

• Experience of stock control

Skills and Competencies

Essential criteria

• Be able to provide and receive routine factual information to inform work colleagues, patients/carers that may require tact and persuasion, where there may be barriers to understanding
• Be able to communicate effectively in both written and verbal formats with staff and patients.
• Able to solve problems easily without hesitation and deal with routine enquiries
• Have a systematic approach to work organisation to ensure timely and accurate completion of tasks

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.