Surgical Ward Administrator

Fortius Clinic; Greater London; On-site; GBP 23,000 - 29,000; Full time

Job summary

Fortius Clinic is seeking a Ward Administrator to join the team on a 37.5-hour week across two sites. You will be the first point of contact for admitted patients, completing checks and payments before admission and delivering a comprehensive administrative service to the ward.

Key duties include maintaining ward records (electronic and paper), handling correspondence, managing room allocations, and ensuring a smooth patient journey with accurate bed boards and daily charge updates.

Qualifications

• Experience in ward administration and patient admissions.
• Strong IT skills and accurate record-keeping.
• Excellent English communication and customer service.

Responsibilities

• Maintain clinical information systems and ensure records are up to date.
• Record messages from callers and initiate appropriate procedures.
• Serve as contact point during office hours and liaise with relevant staff.
• Assist in room allocation and ensure sufficient beds.
• Manage ward stationery and update charges daily.
• Ensure live and accurate bed board.
• Handle admissions and discharges with timely updates.

Skills

IT skills

English communication

Customer service

Telephone manner

Ward admin experience

Tools

Bluespier

Job description

• Working as a flexible and effective team member across 2 sites on 3 wards.
• Be the first point of contact for patients being admitted, ensuring all checks and payments are completed before admission to the ward.
• To provide a comprehensive and efficient administrative service to the ward; this will include handling all aspects of correspondence, and ensuring the admission and discharge process is followed and accurately completed within a set timeframe.
• Deal with telephone enquiries or refer to the relevant person, whilst ensuring that accuracy, clarity, confidentiality and courtesy are prioritised at all times.
• Recording in real time all ward admissions, discharges and transfers in order to achieve and maintain a “live and accurate” bed board.

Overall Purpose

• Working as a flexible and effective team member across 2 sites on 3 wards.
• Be the first point of contact for patients being admitted, ensuring all checks and payments are completed before admission to the ward.
• To provide a comprehensive and efficient administrative service to the ward; this will include handling all aspects of correspondence, and ensuring the admission and discharge process is followed and accurately completed within a set timeframe.
• Deal with telephone enquiries or refer to the relevant person, whilst ensuring that accuracy, clarity, confidentiality and courtesy are prioritised at all times.
• Recording in real time all ward admissions, discharges and transfers in order to achieve and maintain a “live and accurate” bed board.

Ward Responsibilities

• To be responsible for the clinical information systems on the ward, particularly in respect of case records, electronic and paper ensuring that they are kept up to date and accurate, in accordance with policy and procedure.
• To accurately record messages and information from any callers and to initiate appropriate procedures, maintaining effective channels of communication.
• To act as the contact point for members of the team during office hours, responding appropriately in emergency situations by obtaining relevant information and liaising with organisations and persons involved.
• Liaise with other departments and staff at all levels, both internally and externally to ensure a seamless patient journey.
• To assist in room allocation of patients, ensuring that there are enough rooms to accommodate all of the admissions coming in at their TCI times
• Recording in real time all ward admissions, discharges and transfers in order to achieve and maintain a “live and accurate” bed board.
• Maintain and manage the ward’s stationery supply, ensuring that the printing stock level is always adequate, and quantities requested are necessary, proportionate and cost[1]effective.
• Financial – be aware of the use of consumables used by the ward and update charges daily to each patient on Bluespier

This will be shift based work- 37.5 hours a week:

• 07:00-15:00 or 08:00-16:00 or 11:00-19:00 or 10:00-18:00

Person Specification

• Competent in Information Technology
• Ability to communicate effectively in English to a wide variety of people
• Able to keep calm when under pressure and deal effectively with unanticipated demands
• Be able to deliver high-quality customer service
• Able to handle sensitive information without compromising confidentiality
• Good telephone manner
• Previous customer service experience/front-of-house experience
• Previous ward administrator experience
• Able to prioritise a busy workload without direct supervision
• Flexibility to meet service needs