Ward Administrator

Northumbria Healthcare NHS Foundation Trust; North Shields; On-site; GBP 22,000 - 28,000; Full time

Job summary

A prominent healthcare organization in North Shields is seeking a Ward Administrator to provide vital administrative support within adult inpatient wards. This role includes managing patient booking systems, ensuring effective communication across departments, and data management. Ideal candidates will have prior office experience, certifications like ECDL, and familiarity with NHS operations. This position offers a chance for career advancement in a supportive environment.

Qualifications

• ECDL qualification required.
• NVQ in Customer Care preferred.
• Previous office/reception experience is necessary.
• Experience in NHS settings is advantageous.

Responsibilities

• Provide reception services for the ward.
• Manage patient visiting bookings.
• Input data for admissions, transfers, and discharges.
• Support administrative tasks for the ward manager.

Job description

Go back Northumbria Healthcare NHS Foundation Trust

Ward Administrator

The closing date is 30 November 2025

Ward Administrators have a vital role providing administrative support to adult inpatient wards, working closely with the clinical team to support the provision of safe high‑quality care.

Interesting & varied role, with opportunities to develop your career further in the NHS if this is something you aspire to do.

Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.

Main duties of the job

To provide a reception service for the ward, acting as first point of contact for patients, visitors and health professionals.

Undertake the day‑to‑day management of patient visiting booking systems for the ward.

Facilitate good communication with other wards and departments involved in the care of ward patients or functions of the ward.

Input data regarding all admissions, transfers and discharges onto Patient Administration System and other internal/external IT systems.

Support Ward Manager with administrative tasks relating to Healthroster, Electronic Staff Record system and other administrative duties.

About us

We manage three major locality hospitals at North Tyneside, Wansbeck and Hexham, plus a number of smaller community hospitals and clinics from Tynemouth to Berwick on Tweed, covering one of the largest geographical areas of any NHS trust in the country. Leading in innovation and quality – opening a state‑of‑the‑art Northumbria Specialist Emergency Care Hospital, the first of its kind in England. Do you want to work in one of the best performing NHS organisations in England? Work in an organisation that supports its staff and focuses on staff experience as much as it does the experience of its patients? You can live and breathe in an area that has the cleanest air, cost‑effective living, great nightlife, some of the best schools with a wealth of history available on your doorstep. Sound too good to be true? Well it isn’t, this is what you get when you work for Northumbria Healthcare, this is the Northumbria Way! Please read "applicant guidance notes" before submitting your application.

Job responsibilities

• Must be able to demonstrate the English language proficiency required for this post.
• Act as first point of contact responding to telephone calls from relatives/carers requesting information regarding patient condition and booking visiting slots.
• With all wards and departments when organising appointments, transport, data collection, tracing and retrieving medical records.
• Deals with enquiries from clinical staff, and the public, concerning admissions, discharges and transfers.
• Verbally handover information on non‑clinical matters received as part of work.
• Assist with rostering i.e., entering and adjusting shifts as directed by the Ward Manager. Retrieval of rotas if requested and assisting with E‑Rostering.
• Respect and promote the individuality, dignity and independence of patients/family/carers.
• Take part in in‑service activities in order to enhance practice and personal development.
• Be aware of the security of premises.
• Ensure safe custody of patients’ property and valuables.
• Participate in audit and quality initiatives as required.
• To be aware of and adhere to policies and procedures.
• To undertake mandatory training requirements and support Ward Manager in the ESR booking of the clinical teams training.
• Assist in ensuring that a safe environment is created and maintained for all patients and fellow workers.
• Maintain high standards of cleanliness in accordance with Infection Control Policy.
• Work in accordance with Health and Safety standards and protocols and comply with departmental policies and procedures.
• Effectively communicate with the multi‑disciplinary/multi‑departmental teams.
• Effectively communicate with all administration teams, nursing staff, patients, relatives and carers.

Person Specification

Qualifications / Professional Registration

• ECDL
• NVQ Customer Care

Experience and knowledge

• Previous office/reception experience.
• Previous NHS experience.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Northumbria Healthcare NHS Foundation Trust