Ward Administrator - Theatre

Netcare; South Africa; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Netcare invites you to join our theatre administration team in a supporting role. You will coordinate secretarial work in the Theatre, welcome visiting doctors and representatives, and assist with data capture and error resolution in MoBit.

The role includes bed bookings, admissions, transfers and discharges, and ongoing ward administration to support Unit Manager and theatre staff. Strong organisation and SAP familiarity are valued.

Qualifications

• Essential: Grade 12 or equivalent NQF Level 4.
• Preferred: Business Administration and / or Secretarial Qualification.
• Essential: 2-3 years’ experience in administration.
• Knowledge: Computer literate.
• Preferred: Knowledge of SAP IS-H.

Responsibilities

• Coordinate all secretarial and administration work in the Theatre.
• Receive Representatives, visitors, and doctors in the Theatre and make them feel welcome.
• Assist data captures with problem solving of error logs on MoBit.
• Assist Theatre staff and the Unit Manager with assigned duties.
• Document bed bookings and allocate beds to new patients in the ward.
• Admit the patient into the ward and ensure correct patient details on the board.
• Update patient boards and ensure SAP/CareON accuracy for admissions, transfers and discharges.
• Maintain ward administration and staff shift planning as required.

Skills

Telephone etiquette

Administrative experience

SAP IS-H knowledge

Education

Grade 12 / equivalent NQF4

Business Admin / Secretarial Qualification

Tools

SAP

Job description

We provide meaningful careers that connect people with purpose.

We are united by a common purpose of providing the best and safest care; and by our shared values of Care, Truth, Participation, Compassion and Dignity.

Netcare invites you to be part of our journey.

The incumbent will be responsible for the co-ordination of all secretarial and administration work in the Theatre. The Theatre Administrator is also responsible for receiving all Representatives, visitors, and doctors in the Theatre and to make them feel welcome. The incumbent is further responsible for assisting data captures with problem solving of error logs on MoBit. The incumbent will further be required to assist the Theatre staff and the Unit Manager with assigned duties.

KEY WORK OUTPUT AND ACCOUNTABILITIES

CONSISTENCY OF CARE

Telephone Etiquette

• Answers the telephone in a friendly and professional manner.
• Takes messages for staff, patients and doctors.

Bed Bookings

• Document bookings from the Bed Booking Clerks and allocate beds to new patients in the ward.
• Admit the patient into the ward.
• Ensure all new admissions are on the patients name board with the time and date of theatre.
• Update patient board when patient arrives

Admissions

• Welcome the patient.
• Accompany the patient to his/her room
• Ensure the patient receives a ward information form.
• Place patient stickers in the Ward Admission Register.
• Clinical work station must be accurate-check that the patient is in the correct room and bed. Correlate SAP, CareON and IMT( Correct patient in correct bed)

Transfers

• Ensure suitable arrangements are made with the ward that patient is being transferred to or from.
• Ensure the transfer form has been completed by the relevant nurse and filed in the patients file- (Non-CareON hospitals)
• Obtain a bed number and unit and hospital for any interfaculty transfer
• Inform and confirm the relevant nursing staff about the transfer arrangement. Ensure that Transfer process has been completed on CareON by the relevant nursing staff.
• Ensure the doctor and the patients families are informed of the transfer.
• Ensure ward transfer are done timeously on SAP.

Discharges

• Inform the patients’ family of discharge when requested.
• Ensure the patient is discharged timeously on SAP.
• Ensure that discharge process has been completed on CareON by the relevant nursing staff.
• Ensure discharge files are accurately completed and sent to billings.
• Assist Nursing Staff to make follow up appointments for the discharged patient.

Ward Staff Administration

• Assist with staff shift planning in the ward if required.
• Schedule nursing staff hours on Kronos system. Assist with editing of time cards on Kronos.
• Ensure that the nursing staff are informed of new memorandums distributed by the business. Update internal communication book and unit specific digital group.
• Transcribe off duties to staff allocation book.
• Take minutes of staff meetings.

Stock Control

• Assist the Unit manager with stock related issues.
• Capture manual charge sheets when required.
• Assist with management of stock in the absence of a Stock Controller. Work closely with the allocated stock controller to ensure optimum stock levels.
• Ensure stock levels are at the required levels (stationery and ward stock).

General Tasks

• Maintain excellent customer care with all ward stakeholders.
• Capture required data onto SAP.
• Ensure patient name board is kept updated.
• Do daily hospitality rounds in unit.
• Do daily FAD rounds in unit and provide feedback to Unit Manager.
• Check that all TVs and bells are in working order and provide feedback to Unit Manger
• Ensure the delivery of flowers to patients.
• Complete job cards. Log job cards timeously and follow up on completion.
• Ensure that the nurse’s station & ward reception area is neat and tidy at all times. Ensure CareON charging station is clean and assist the UM/Shift leader with the control of the IPADS
• Ensure that patient statistics are captured.
• Update IMT daily - IMT-Merge patient information, Load devices, Stop devices, Check and load CRE and MRSA info
• Care ON-Update patient information
• SharePoint-Update death register
• Assist with linen control.

TRANSFORMATION OF OUR SOCIETY

Personal and professional development

• Assume responsibility for own personal and professional development.
• Keep up to date with Netcare’s evolving policies and procedures.

SKILLS PROFILE

EDUCATION

Essential

• Grade 12 or equivalent NQF Level 4 Qualification.

Preferred

• Business Administration and / or Secretarial Qualification.

WORK EXPERIENCE

Essential

• 2-3 years’ experience in administration position.

KNOWLEDGE

Essential

• Computer literate.

Preferred

• Knowledge of SAP IS-H is advantageous.

PHYSICAL REQUIREMENTS

• In the event of any physical or psychological limitation that may impair the employee’s ability to perform the required job function, the employee must consult the employer for reasonable accommodation.

NETCARE VALUES AND BEHAVIOURS

Netcare Values

At Netcare, our core value is care. We care about the dignity of our patients and all members of the Netcare family. We care about the participation of our people and our partners in everything we do. We care about truth in all our actions. We are passionate about quality care and professional excellence.

• At Netcare, our core value is care.
• We care about the dignity of our patients and all members of the Netcare family.
• We care about the participation of our people and our healthcare partners in everything that we do.
• We care about the truth in all our actions.
• We listen with empathy and respond with acts of compassion in all interactions with our patients and their families.

The Netcare Way

Netcare is committed to providing quality care. Our basic service standard holds us accountable for the below seven behaviours which you will be accountable to uphold:

• Respect - I always greet everyone to show my respect.
• Identity - I always wear my name badge to show my identity.
• Dignity - I always treat others with consideration and humility to uphold dignity
• Care - I always act in the best interest of Netcare and others to show I care
• Compassion - I always listen with empathy and respond with kind action to show my compassion
• Appreciation - I always say thank you to show my appreciation.
• Diversity - I always embrace diversity to strengthen inclusivity and belonging.

Join the team committed to providing the best and safest health and care.