Ward Administrator

at  University College London Hospitals NHS Foundation Trust

This service operates 7 days a week and you will be expected to work shifts some weekends.
This role is not a typical Ward Administrator role and incorporates elements of family liaison and patient discharge co-ordination as well as more traditional administrative tasks. The successful postholder will form a key part of the T8 inpatient ward team, where the specialties Infectious Diseases, Tropical Medicine and Respiratory Medicine are based. The department is an exciting place to work and is known as being extremely friendly and welcoming. There is opportunity to become involved in lots of different projects and work with a wide range of people.
A typical day would involve attending the morning business rounds to make notes about what is required for which patient that day and to provide input on areas that the postholder is responsible for. This role also forms the main point of contact on the ward for any discharge reacted queries the departmental management team may have throughout the day.
You will be required to work with a wide range of staff, including senior employees. The role also has frequent contact with patients and their relatives so the postholder must be comfortable with dealing with the public in difficult situations.
There will also be frequent ad hoc tasks and pieces of work that arise that the postholder would be responsible for.
Note –There will also be elements of early evening and weekend work introduced in the coming months. The rota will be covered by 2.5 Ward Administrators.
University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.
We provide first-class acute and specialist services across eight sites:
University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
National Hospital for Neurology and Neurosurgery
Royal National ENT and Eastman Dental Hospitals
University College Hospital Grafton Way Building
Royal London Hospital for Integrated Medicin e
University College Hospital Macmillan Cancer Centre
The Hospital for Tropical Diseases
University College Hospital at Westmoreland Street
We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology .
We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Main duties of the role

• Greeting and directing patients, visitors, members of the public and staff
• Liaising and working with clinical staff, responding to their requests
• Assist in achieving Trust and ward quality and efficiency standards
• To ensure that Epic data is correct and up to date
• Ensuring the multi-disciplinary team complete all necessary documentation regarding the hospital discharge of patients
• Ensure that the Trust’s Overseas Patients Adviser is notified when overseas patients are admitted to the Ward
• Support the Ward Sister/Charge Nurse/Matron/General Manager in any projects based upon the ward
• Undertake administrative duties as directed by the Ward Sister/Charge Nurse/Matron/General Manager
• To provide information on discharges and escalations to the General Manager or Matron for the daily bed flow meetings
• Answering the ward phones, triaging calls and passing on questions to an appropriate member of the ward team if necessary
• Helping patients contact their family and carers and facilitating video calls
• Organising and supporting in-person patient visits
• Book support services e.g. interpreters, transport, porters, domestic, catering – as directed by the Ward Sister/Charge Nurse or Nurse in Charge
• Attend daily ward rounds to assist with updating bed state and discharge planning
• Reporting any faults/repairs with equipment
• Identify and notify the Ward Sister/Charge Nurse or Nurse in Charge of organisational and/or environmental problems that may compromise staff welfare and/or patient care.
• Understanding of inpatient bed state procedures and tracking requirements
• Orientation and training of new and junior staff
• Understanding of Data Protection and Patient Confidentiality requirements

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.
T08 ward is led by two ward sisters and four deputy sisters. Staff work across the whole floor and across all specialities. There are two sides to the ward; the north side is predominately bay beds and the south side consists predominantly of side rooms. We care for patients with a range of infections including TB, potential VHF and infections in returning travellers, and additionally provides the inpatient service to the Hospital for Tropical Diseases.
T08 prides itself on a strong and supportive multi-disciplinary team and staff have the opportunity to work with specialist consultants and nurses who are leading experts in their fields. Our focus is always to provide the best possible patient care and our team values reflect those of the Trust: Safety, Kindness, Teamwork and Improving.
We are interested in your career development wherever that path may take you. You will have the opportunity to attend study days within specialist areas and complete fully funded further education courses if you wish.
We have a focus on staff wellbeing and organise multiple programmes to ensure our staff are well looked after and enjoy their time at work.
Come and be a part of the best NHS trust in England to work for, according to our staff*

UCLH top trust to work at in England – for the second year running! : University College London Hospitals NHS Foundation Trust

• In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the second year in a row.

UCLH top trust to work at in England – for the second year running! University College London Hospitals NHS Foundation Trust.
Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work

• Greeting and directing patients, visitors, members of the public and staff
• Liaising and working with clinical staff, responding to their requests
• Assist in achieving Trust and ward quality and efficiency standards
• To ensure that Epic data is correct and up to date
• Ensuring the multi-disciplinary team complete all necessary documentation regarding the hospital discharge of patients
• Ensure that the Trust’s Overseas Patients Adviser is notified when overseas patients are admitted to the Ward
• Support the Ward Sister/Charge Nurse/Matron/General Manager in any projects based upon the ward
• Undertake administrative duties as directed by the Ward Sister/Charge Nurse/Matron/General Manager
• To provide information on discharges and escalations to the General Manager or Matron for the daily bed flow meetings
• Answering the ward phones, triaging calls and passing on questions to an appropriate member of the ward team if necessary
• Helping patients contact their family and carers and facilitating video calls
• Organising and supporting in-person patient visits
• Book support services e.g. interpreters, transport, porters, domestic, catering – as directed by the Ward Sister/Charge Nurse or Nurse in Charge
• Attend daily ward rounds to assist with updating bed state and discharge planning
• Reporting any faults/repairs with equipment
• Identify and notify the Ward Sister/Charge Nurse or Nurse in Charge of organisational and/or environmental problems that may compromise staff welfare and/or patient care.
• Understanding of inpatient bed state procedures and tracking requirements
• Orientation and training of new and junior staff
• Understanding of Data Protection and Patient Confidentiality requirement