Ward Administrators

Mersey and West Lancashire Teaching Hospitals NHS Trust; St Helens; On-site; GBP 20,000 - 25,000; Part time

Job summary

A prominent healthcare organization is seeking a flexible and enthusiastic individual for a part-time administrative role at St Helens Hospital. The ideal candidate will provide essential support to the ward, manage patient appointments, and liaise with staff and families. Qualified candidates should possess excellent interpersonal skills, a good telephone manner, and the ability to work under pressure. Familiarity with IT systems, particularly Medway, is desirable but training will be provided. A collaborative attitude is essential for success in this role.

Benefits

Generous pension scheme

NHS discounts

Employee recognition programs

Health and Wellbeing programs

Qualifications

• Must work part-time, 22.5 hours per week, covering Monday to Friday.
• Previous experience in a similar role is desirable.
• Flexibility to cover other wards as needed.

Responsibilities

• Provide administrative support and manage ward operations.
• Book appointments and maintain patient records.
• Manage inquiries from patients and relatives.

Skills

Interpersonal skills

Telephone manner

Ability to work under pressure

IT understanding

Experience in a similar role

Tools

Medway systems

Job description

Responsibilities

• To work flexibly across identified wards dealing with staff and patients on a daily basis to aid the smooth running of the wards.
• To provide administrative support to the ward, making appointments and arrangements for staff, patients and relatives/carers as necessary.
• To deliver competent, safe and effective Admin Support to the Ward/Unit.
• Request outpatient appointments for patients.
• Resolve patients, staff and visitor's problems adopting a courteous manner at all times.
• Welcome patients to come into the ward/area and keep them updated.
• Chase HRS (Health Record Supplements) for all inpatients and ward attenders.
• Ensure any ward attender or outpatient activity is accurately recorded and or coded accordingly.
• Book flights and taxis for out of area patients.
• Arrange accommodation for relatives where necessary.
• Answer telephone calls and liaise with patients and relatives regarding appointments and general queries.
• Print and post patient appointment letters.
• Deliver and collect patients and staff mail within the ward.
• Ensure adequate stationery is ordered in a timely manner and stored appropriately.
• Organise ambulances for return and discharge of patients with North West Ambulance Service.
• Create spreadsheets for ward information as required.
• Request letters/patient information/medical records from other hospitals.
• Create high quality signs and documents relating to ward information.
• Report and follow up all IT faults to the IT helpdesk.
• Attend ward meetings and any relevant courses.
• Work with members of the multi‑disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
• Provide clerical support to ward manager, including taking notes at meetings as necessary.
• Photocopy any necessary documentation as directed by the ward manager.
• Hand‑deliver any urgent diagnostic requests and pharmaceutical requests (TTOs).
• Make deliveries of key documents and/or other items to other areas of the hospital as required.
• Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
• Print patient labels and wristbands.
• Adhere to all relevant Trust policies and guidelines.

Addendum to Standard Duties

When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.

Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)

• Prepare case note trolleys for three daily ward rounds.
• Generate up to date list of patients requiring medical review on other wards for Physician of the Day.
• Provide emergency out of hours Ward Administrator support to the Care Group.
• Provide clerical support, including taking minutes as required, to the Ward Manager and Matron.
• Ensure Health Record Supplements are maintained.
• Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre).
• Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
• Prepare ICU files for audit purposes.
• Escort visitors to bereavement office as required.
• Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
• Liaise with social services, community midwifery teams, registry office, theatres, etc.
• Generate hospital numbers for babies and unbooked mothers.
• Ensure birth notifications completed.

Safe‑Guarding Adults & Children

• All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults.
• You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance with these.

Infection Control

• All employees are individually responsible for the prevention and control of infection within their own area.
• The employee must attend Infection Control Induction training and mandatory Infection control training.
• The employee must follow all Trust policies, procedures and guidelines relating to Infection Control.

Flexible Working

• All employees have the right to request flexible working from day one of employment.
• There is no limit on the number of requests they can make.
• Employees have the right to make requests, have them considered, regardless of the reason.
• At Mersey and West Lancashire Teaching Hospitals NHS Trust, we will consider requests for flexible working.
• We would also encourage you to also discuss flexible working options at interview stage.

Working for Team MWL

Staff recognition is especially important to us; as well as performance reviews and appraisals, we recognise staff through Employee of the month. Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

The Trust is a non-smoking across all our sites. Failure to follow this rule could lead to disciplinary action. For more information, see the Smoke Free NHS website.

You must ensure that your application, including personal statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.

The Trust will not accept applications which are found to be AI generated and will check all applications against AI detection software.

Additional Information

Before applying, we encourage you to review the Trusts Values and Behaviours which are We are KIND, We are OPEN, We are INCLUSIVE, which can be found here.

An applicant guide to help and support you with your application and what to expect during your recruitment journey can be accessed in the supporting documents.

Good luck with your application. We hope to welcome you to Team MWL very soon.

Employment Details

• Part Time 22.5 hours per week at The Lilac Centre, St Helens Hospital.
• Must be able to work 3 days between Monday - Friday, usual shifts are 09:00-17:00 and 08:30-16:30.
• We are looking for a flexible, enthusiastic person who has good interpersonal skills with an excellent telephone manner.
• You should have the ability to work under pressure, providing a high quality service supporting the ward and its staff enabling the ward to run smoothly.
• The successful candidate will also be willing to work across other wards/ units within the role when required.
• The Ideal candidates will have a good understanding of IT, and knowledge of the Medway systems is desirable, though full training will be given.
• Previous experience in a similar role is desirable.

About the Trust

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:

• Acute Trust of the Year - HSJ Awards November 2019
• Trust rates Outstanding by the CQC - Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
• Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)
• Best place to work in the North West (NHS Staff Survey 2021)

In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;

• Standard of care
• Best place to work
• Care of patients being the Trust's priority
• Staff engagement
• Staff morale
• Compassionate and inclusive
• Providing a safe environment for staff