Ward Administrator - AMU Ward

at  Mersey and West Lancashire Teaching Hospitals NHS Trust

We are looking for a flexible, enthusiastic person who has good interpersonal skills with an excellent telephone manner. You should have the ability to work under pressure, providing high quality service, supporting the ward and its staff enabling the ward to run smoothly. The successful candidate will also be willing to work across other wards/ units within the role when required.
The Ideal candidates will have a good understanding of IT, and knowledge of the Medway systems is desirable, though full training will be given. Previous experience in a similar role is desirable.
Request outpatient appointments for patient.
Resolve patients, staff and visitor’s problems adopting a courteous manner at all time.
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.
Manage outpatient clinics taking place on the ward.
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 spreadsheets for ward information as required.
Request letters/patient information/medical records from other hospitals.
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 (TTO’s).
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1 st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

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.
Liaise with social services, community midwifery teams, registry office, theatres, etc.
Generate hospital numbers for babies and unbooked mothers.
Ensure birth notifications complete.
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.

GENERAL DUTIES

To observe the provisions of and adhere to all Trust policies and procedures.
To actively participate in the annual performance review to identify personal development needs.
To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
To adhere to relevant Code of Practice of Professional body (if appropriate).
The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the gov.uk website. Hard copies are available from the HR Department on request.
The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action