Ward Administrator

GEH; Nuneaton and Bedworth; On-site; GBP 23,000 - 28,000; Full time

Benefits offered by this job

On-site nursery

27 days annual leave + bank holidays

Cycle to work scheme

Flexible working

Subsidised restaurant

On-site parking

Job summary

George Eliot Hospital NHS Trust in Nuneaton is recruiting a Ward Administrator. This permanent, full‑time position is 37.5 hours per week, Monday to Friday 07:30–15:30, and carries Band 2 NHS AfC terms. The role focuses on clerical support for Nursing, Medical and Surgical teams and patient note management.

Applicants should bring NHS environment experience and strong communication, organisation and multi‑tasking skills. The post is not visa‑sponsored; applications are encouraged promptly.

Qualifications

• Experience of dealing with members of the public in a professional setting.
• Experience in NHS administration or hospital clerical work is desirable.
• Ability to prioritise workload and work under pressure to meet deadlines.
• Experience leading a team or coordinating activities.

Responsibilities

• Keep patient notes up to date and filing per hospital policy.
• Provide efficient clerical support to Nursing, Medical and Surgical teams.
• Communicate with internal/external bodies (NHS Trusts, Coroner, Police, District Nurses).
• Answer calls and greet patients, relatives, and visitors with accurate information.

Skills

Excellent communication

Interpersonal skills

Organisational skills

Multi-tasking

Calm demeanor

Approachable

Education

Good standard of Education

Job description

Main area out of hospital division Grade NHS AfC: Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday 07:30-15:30) Job ref 230-48354922-UPCD-A

Site George Eliot Hospital NHS Trust Town Nuneaton Salary £25,272 per annum Salary period Yearly Closing 04/11/2026 23:59

George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women’s, children’s, diagnostic and therapeutic services to a population of more than 350,000 people.

The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.

Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join#TeamEliot.

Don’t meet every single requirement? Studies have shown that women and people of colour aren’t as likely to apply unless they meet every qualification of non specialist roles.

We’re dedicated to building a diverse, inclusive workplace, so if you’re excited about this role and meet our values, but your experience doesn’t align perfectly with everything in the Job Description or Person Specification– apply anyway or email the Recruiting Manager to discuss the role further

We are proud to support the Armed Forces community. We are a Veteran Aware and Reservist Friendly organisation and welcome applications from Veterans, Reservists, Cadet Instructors, and family members of serving personnel.

Job overview

**PLEASE NOTE: This role is not eligible for current or future visa sponsorship**

Ward Administrator

37.5 hours per week (Monday - Friday 07:30am - 15:30pm)

Interview Date: TBC

**This post may close early due high numbers of applications, so you are advised to apply promptly. **

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

We welcome applications from the Armed Forces Community — get in touch to find out more

Main duties of the job

• To ensure that all patient notes are kept up to date and filing is filed in the notes in line with the George Eliot Hospital Medical Records Policy.
• To provide an efficient and professional clerical service to the Nursing, Medical and Surgical Team.
• To communicate with internal and external professional bodies, e.g. other NHS Trust’s, Coroner, Police, District Nurses and other Allied Healthcare Professionals.
• To communicate over the telephone and personally with patients, patients’ representatives and relatives relaying accurate and applicable information as required.

Working for our organisation

Here at George Eliot our vision to ’excel at patient care’ taking centre stage. An ever evolving clinically- led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values:

Excellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.

Detailed job description and main responsibilities

• To make appointments for patients when they are discharged if required.
• To ensure that transport is booked for patients to be taken home when discharged if required.
• Take lead responsibility for ward requisitions and maintaining the ward stationery.
• Photocopy information for the Nursing Team and as and when required.
• To be responsible for the general tidiness of the workplace
• Take lead responsibility to inform General Practitioners of all discharges/deaths by telephone within 24 hours.
• To contact IT Training Department to book training courses for members of staff as instructed by ward Senior Sister/Senior Charge Nurse.
• Prepare and fax correspondence as and when required.
• Welcome patients and members of the public entering the ward area and ensure any queries that arise are dealt with either by the Ward Clerk or relevant Nursing personnel.
• To answer ward telephone and ensure that information is correctly handled and disseminated appropriately.
• Ensure the Patient Administration System (Lorenzo) is kept up-to-date and reflects patients currently on the ward and also matches the whiteboard, including consultant/specialty transfers.
• Ensure all of the relevant documentation (front sheet and patient labels) is printed from Lorenzo and copies available in the notes for every patient.
• In line with the Trusts’ Medical Records Policy, ensure that all filing is kept up to date and filed correctly in the patient hospital notes, and that history and mount sheets are also up to date to facilitate Medical Staff ward rounds to be completed with the minimum of interruptions/delays.
• Take lead responsibility for ensuring that patients’ hospital case notes are up to date and sent back to the Medical Records Department for filing.
• Take lead responsibility after appropriate training, to divide oversized patient hospital notes into manageable volumes.
• Ensure case notes are tracked in accordance with the Trust Case Note Tracking Policy.
• Ensure that all relevant documentation is taken to the Bereavement Centre for deceased patients to enable Death Certificates and the first part of Cremation forms to be completed by doctors as soon as possible to ensure that relatives can be dealt with in a sensitive manner and facilitate funeral arrangements to be made without unnecessary delay.
• Ensure that if a patient is discharged to another hospital during working hours, that the KMR1 Front Sheet is completed before discharge to enable the Clinical Coding Team to assign appropriate ICD10 (diagnostic) and OPCS4 (Procedure) codes for World Health Organisation and Finance purposes.
• Ensure that all KMR1 Front Sheets are completed in a timely manner by the Medical Team for all discharged patients.
• Prepare for admission of patients and ensure that patient notes, where possible, are on the ward before the patients arrive.
• Take lead responsibility to ensure that medical and other insurance notes are issued as requested by the Senior Sister/Senior Charge Nurse.
• Ensure that post for patient’s is distributed in an efficient and timely manner.
• To open and distribute mail for the multi-disciplinary team in an efficient and timely manner.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.

Person specification

Experience and Knowledge

• Dealing with members of the general public
• Administration experience within an NHS environment
• Evidence of ability to prioritise workload including working under pressure in order to meet deadlines.
• Experience of leading a team
• Knowledge of PAS systems

Qualification and Professional Training

• Good standard of Education

Skills and Abilities

• Good organisational skills
• Ability to multi-task
• Excellent communication skills and interpersonal skills.
• Able to respond professionally

Personal Qualities

• Calm, Pleasant manner
• Ability to work within a demanding environment
• Approachable

Please note:

Other:

The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is a mandatory requirement for all newly appointed staff to complete a Disclosure and Barring Service application.

In response to NICE guidance and to support the reduction of health harm from tobacco, the Trust has a smoke-free site policy which applies to anyone on Trust sites. Staff who smoke will be supported to quit or not smoke whilst on Trust sites.

George Eliot Hospital NHS Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees as they are at the heart of our patients journey. Our aim is to ensure that employees are equally valued, respected, empowered and included within an organisation that is representative of all members of the community. We define diversity as valuing everyone as an individual — taking pride in that we value employees, job applicants, students, volunteers, patients and visitors as people. This is reflected within our excel behaviours with a vision to create a workplace that represents a culture of kindness, joy and inclusion.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.