Maternity Administrator - Band 3

Whittington Health NHS Trust; City of Westminster; On-site; GBP 20,000 - 30,000; Full time

Job summary

A leading healthcare provider in the UK seeks committed individuals for administration and reception support across Maternity Services. This role involves ensuring excellent patient experiences, managing appointments, and maintaining records. Successful candidates will demonstrate strong communication and organisational skills, and will be expected to work flexible shifts, including nights. Join a diverse team dedicated to high standards in patient care and support.

Qualifications

• Good communication skills are essential.
• Candidates must be organised and work well in a team.
• A flexible and 'can-do' approach is required.

Responsibilities

• Ensure excellent patient experience throughout the Maternity Service.
• Record patient attendances and manage appointments.
• Manage patient records and information in compliance with IG standards.
• Support management of Amenity Room.

Skills

Communication skills

Organisational skills

Teamwork

Flexibility

Confidentiality

Job description

About the Role

We are looking to recruit committed and enthusiastic individuals to provide administration and reception support across Maternity Services, including Labour ward, the Maternity Assessment unit, Ante/Postnatal Wards and Antenatal clinics.

Successful candidates will have good communication skills, be organised and work well as part of a team. Post holders are expected to have a flexible and "can do" approach in ensuring the work of the department is carried out to the required high standards.

Post holders will work on a rotational basis across areas of Maternity, depending on the needs of the service. This role covers a 24 hour rota including night shifts, to work as part of an MDT team to provide administration support across the Maternity Service.

Responsibilities

1. Ensure excellent patient experience throughout the Maternity Service, meeting and greeting all visitors to the maternity Unit in a welcoming, courteous and efficient manner.
2. Record patient attendances, admissions and discharges and manage any appointments for patients as indicated by the clinical team and ensure patients are aware of these. Assist Maternity staff with designated tasks under direction and supervision.
3. Manage patient records and information in line with local and national IG standards.
4. Share responsibility for ensuring that the administration environment is kept safe at all times in accordance with the Health & Safety Act.

Post holders will engage in cross training within the team to ensure robust cover is available and work on a rotational basis and follow the Standard Operation Procedures for that area.

Working for our organisation

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Staff supporting Labour Ward

• Work on a rota which supports the department 24 hours per day, 365 days per year. Post holders will be expected to work different shift patterns at any point during the week. This will be in line with working time regulations.
• During out of hours shifts on Labour Ward, ensure the Home Birth Phone is carried at all times and notify CMW on call midwife of calls to the phone and logging when the CMW returns.
• Staff will work a range of shift patterns to support the needs of the service which may include days, evenings, nights and weekends.
• In the event of an issue with Electronic Records or Systems Failure, or during downtime or in an Emergency Situation - complete Emergency Birth Registrations in line with trust standard operating procedures.
• Register Births on the NHS Portal and print off supporting documentation where appropriate. Ensure any supporting IT Systems are updated as appropriate and provide the clinical team with any information required for their record keeping.
• Print Birth & Delivery Information and bloodspot labels, ensuring information is correct, notifying the clinical team of errors and request amendments.
• Manage patient documentation appropriately, ensuring documentation remains with patients during their stay as they move to other areas of the department.
• Admit Maternity Patient to all ward areas, transfer as required in real time.
• Support management of Amenity Room.
• Register and admit Neonatal Admissions out of hours and in the absence of Neonatal Unit Admin cover.

Clinic Support

• Accurately record appointment outcomes following clinic consultations on Medway LIVE in a timely manner.
• Arrange follow up appointment or scans as clinically indicated and manage appointments, including communication with patients and other clinicians. Highlight DNA'S to clinicians and ensure follow up is recorded.
• Escalate appointment capacity issues in line with service procedures.
• File any clinic paperwork on a daily basis.
• Cancel Outstanding Antenatal Appointments & discharge Antenatal referrals which are no longer required.
• Liaise with the interpreting services to book interpreters where appropriate.
• Support the maintenance of the filing room.

Patient Records and Information

• Track, order, pull, prep and accurately book in and out casenotes for designated clinics, patient admissions or where requested by clinical staff.
• Locate missing case notes, avoid the use of temporary folders wherever possible and maintain case notes.
• Ensure that casenotes are forwarded to medical coding where appropriate.
• Use Medway LIVE & Medway Maternity efficiently and effectively, ensuring that all data and activity is recorded accurately and in a timely manner.
• Ensure all Maternity Patients have an NHS number on Medway LIVE & Medway MATERNITY.
• Ensure that patient demographics are correct and up-to-date and use NHS portal to check and update patients details where necessary.
• Maintain patient discharge details in a timely manner.
• Ensure all patient activity is recorded live and in real time. Ensure Patient Registrations are not duplicated and notify Administration Manager & Maternity EPR lead if errors are noted.
• Notify Overseas Officer of Private /Overseas Patients to determine NHS eligibility in a timely manner.

Communication

• Communicate with service users and visitors in a consistently welcoming, polite, courteous, efficient and sensitive manner, remembering they may be anxious or worried.
• Use good communication skills supporting patients in a manner that is polite, respectful but also assertive if necessary.
• Liaise as necessary with Consultants, Midwives , Patient Pathway Co-ordinators, Health Records, GPs etc, carry out any other duties commensurate with the grade as directed by the Women's Health management team ensuring that the department interfaces efficiently with them.

General

• Deal promptly and in a professional manner with telephone enquiries, taking the necessary action required to assist the caller, and ensuring messages are passed swiftly to the relevant person.
• Log IT Issues e,g. Printer, Phone Problems with the IT Service desk.
• Work in a way that is organised with a flexible and responsive approach to the varying demands of the post.
• Prioritise workload effectively and have the ability to work with minimal supervision (at times).
• Maintain a high degree of confidentiality with relation to service users, employees and sensitive information in accordance with Trust policies and procedures.
• Be aware of Child Protection and Security Protocols and follow Trust Guidelines regarding data protection.
• Complete accurate data input and be able to use the computerised database systems, e-mail and other IT systems.
• Ensure own work is compliant with trust and team policy and procedure.
• Use own initiative in the completion of delegated tasks, and to seek advice appropriately.
• Provide cross cover in the various areas of maternity, providing administrative support for areas as required and escalating any gaps in cover.
• Undertake any other duties commensurate with grade as agreed and delegated by your manager.
• Be aware of Community Midwives on-call and at call outs and to record activity.
• Monitor visitors entering clinical areas and inform Security/Police of any issues with Patients/Visitors and Staff.

Personal Development and Training

• Actively be involved in the annual appraisal process and demonstrate a commitment to the knowledge and skills framework within your personal development plan, identifying your personal training needs in addition to those highlighted by your supervisor.
• To undertake team training as identified and to demonstrate a commitment to the development of effective team working.
• To facilitate good team working relationships both within own department and the Trust.
• To attend participate in team meetings.
• To participate in in-service training, statutory training and education to meet the needs of the service and assist in providing training and support for new and temporary members of staff.

Safeguarding Children and Adults

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct.
• Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

Your application form

• Provide only business email address for your referees - we are unable to request references from yahoo, Hotmail, Gmail accounts.
• Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

Our processes

• Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
• If you do not hear from us up to 3 weeks after the closing date of the job unfortunately this means you have not been successfully shortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
• Please check your emails regularly as all correspondence from us will be via trac.systems - occasionally these emails will go into your Junk folder.
• Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

Other important information

• Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise Whittington Health NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

Recruitment Process & Documentation

If you are offered a role with one of the NLPSS partner trusts, as part of pre‑employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a "selfie" using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

Equal Opportunities Notice

We are a national health service employer committed to ensuring that our recruitment is underpinned by Fair Equality Status and Equal Opportunity Principles.