To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards. To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary.
The ward administrators are required to provide an excellent administration service to the ward and all staff as required.
The Secretary of State has approved the partnership between St Helens & Knowsley Teaching Hospitals 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.
Our Vision is to deliver 5 Star Patient Care:
- CARE that is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
Trust rated Outstanding by CQC Inspection August 2018
Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
KEY DUTIES
Book outpatient appointments for patients
Resolve patients, staff and visitor’s problems adopting a courteous manner at all times.
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 PAS system.
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 spread sheets for ward information as required.
Request letters/patient information/medical records from other hospitals.
Create high quality signs and documents relating to ward information.
Report and follow up all IT faults to the IT helpdesk.
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)
Make deliveries of key documents and/or other items to other areas of the hospital as required.
Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
Print patient labels and wristbands.
Adhere to all relevant Trust policies and guidelines.
When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.
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 completed.
