Ward Administrator

University Hospitals Sussex NHS Foundation Trust (279); Worthing; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in the UK is seeking a Ward Administrator for Burlington ward, Worthing Hospital. This role requires effective clerical support to facilitate the smooth running of the ward, including answering phones, managing patient information, and assisting with discharges. Ideal candidates will have NVQ Level 3 or equivalent, alongside skills in IT, customer service, and clerical duties. Experience within the NHS is highly valued, and applicants must have the right to work in the UK.

Qualifications

• NVQ Level 3 or equivalent experience.
• IT skills using Word and Excel.
• Customer service or patient-facing experience.

Responsibilities

• Provide clerical support for the smooth running of the ward.
• Answer telephone and assist patients, visitors, and staff.
• Manage patient property and direct communications.

Skills

IT skills using Word and Excel

Customer service or patient-facing experience

Clerical experience

Experience dealing with difficult situations

Previous NHS experience

Education

NVQ Level 3 or equivalent experience

Job description

Ward Administrator

We have a great opportunity to work as a Ward Administrator on Burlington ward, Worthing Hospital.

You will provide effective day‑to‑day clerical support to facilitate the smooth running of the ward alongside the ward manager and senior colleagues. The role covers clerical duties ranging from meeting and greeting staff, patients and visitors, answering the telephone and dealing with all enquiries.

Ensure all computer and paper information is up to date and completed accurately.

Main duties of the job

• Answer the telephone in a timely and courteous manner.
• Provide information, in person or by phone, to visitors regarding ward routine, infection control, procedures and patient condition updates as advised by the nursing or medical team.
• Collect essential information either via telephone or directly and communicate it with the appropriate member of the ward team.
• Receive and direct patients, visitors and staff visiting the ward.
• Contact GP surgeries and other external agencies to obtain patient‑related information as directed by the nurse in charge.
• Monitor and place orders on the Trust’s procurement system for ad‑hoc items and ward‑specific medical items not provided by Materials Management.
• Arrange receipt and return of hired medical equipment on IPROC and the system.
• Report and monitor ward issues to the Maintenance team, EBMA and IT departments.
• Maintain a live care flow system to accurately reflect patient flow within the Trust at board rounds.
• Follow policies in own role which are determined by others.
• Plan and prioritise own daily workload.
• Assist with planning patient discharges, including photocopying notes and booking transport.
• Ensure notes are available for ward admissions and that sufficient supplies of forms are maintained.
• Assist patient flow by printing discharge summaries in a timely manner; verify that all discharge summaries are published to GP using Compass and BI reports.
• Coordinate with nursing staff and the discharge lounge to facilitate patient flow.
• Liaise with other service providers to ensure OPD appointments are organised appropriately.
• Attend board rounds and record EDD dates, discharge pathways, NCTR dates and discharge delay reasons on care flow.
• Maintain case notes, filing new admission paperwork and scanning patient notes onto Evolve, including DNAR and photographs.
• Prepare notes after discharge for coding and scanning.
• Check discharge summaries for recent patients, identify follow‑up appointments or scans required, and coordinate with ward doctors to ensure completion.
• Check patients’ DNACPR forms for consultant signature; advise the medical team if a signature is needed, then scan to Evolve together with any ReSPECT form.
• Monitor overdue VTE assessments from daily email and inform the medical team if any are due.
• Scan and send therapy referrals, TOC referrals and clinical tool scores to the discharge hub and discharge coordinators.
• Manage communications, ward email and WhatsApp, sending and following up on DOLs and therapy referrals.
• Check patients have an NHS number; inform the Overseas team if not.
• Manage patient property on ward and with the cashier; transfer items of deceased patients to the bereavement office in line with death certification processes.

Candidate Pack

This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants must already have the right to work in the UK to be considered.

About us

At UHS Sussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.

Person Specification

Educational

• NVQ Level 3 or equivalent experience.

Communication

• IT skills using Word and Excel.
• Customer service or patient‑facing experience.
• Clerical experience.
• Experience dealing with difficult situations.
• Previous NHS experience.

Equality, Diversity, and Inclusion

• Evidence of having championed diversity in previous roles (as appropriate to role).
• Evidence of having undertaken own development to improve understanding of equalities issues.

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

University Hospitals Sussex NHS Foundation Trust (279)