Ward Administrator

To provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the ward area. To ensure the completion of all administrative and clerical tasks for the medical ward on a daily basis, and to provide a flexible option of ward admin cover across all medical wards.
The Trust covers a patient population of 450,000 incorporating South and West Devon Health Authority, Cornwall and Isles of Scilly Health Authority, Plymouth Primary Care Trust, East Cornwall Primary Care Trust, East Cornwall Primary Care Group and South Hams & West Devon Primary Care Trust.
This post is designed to provide and deliver a high standard of a full administration service to the Medical Inpatient wards using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical proven knowledge.

• Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification., + Check patient details on admission and update on iPM as necessary.

+ Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
+ Receiving results by telephone from laboratories.
+ Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
+ Entering admissions and discharges on IPM, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
+ Entering EDD on iPM for patients after 24hrs of admission.
+ Ensuring that the bed state is kept up to date on IPM in real time.
+ Ensure up to date front sheets and labels are available in patient's notes.
+ File reports, ensuring they have firstly been seen and initialled by Medical staff.
+ Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system.
+ Tracing of notes in and out of ward using the computerised tracing system.
+ Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
+ Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required. Updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
+ Notify GP in the event of a patient death.
+ Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
+ Keep the ward office tidy and stationery replenished, distribute and redirect mail.
+ Ensure all faults are reported to Estates for repair in a timely fashion.
+ Make up admission packs, etc. as appropriate.
+ General use of the VDU for clerical and identification purposes.
+ Photocopying and faxing when required.
+ Distribution of post and re-directing of mail.
+ Liaising with Post Room staff for collection or urgent specimens.
+ Work closely with medical staff and with other members of the disciplinary team.
+ To integrate into the departmental team and be able to relate to patients and families.
+ To request transport as required.
+ To deal with bleep enquiries
+ To book follow-up appointments for patients as required.
+ To ensure notes are available for Clinical Coding following discharge.
+ Other duties, which may be allocated by the Ward Manager/Directorate Support Manager.
+ To be fully conversant with case note and x-ray management.
For further details please see attached JD&PS.
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on .
We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.
A diverse workforce improves the experience of our patients, creates an environment where everyone belongs, and recognises that we all play a part in providing exceptional care to patients as well as showing kindness and compassion to patients and colleagues.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.
Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.
For Doctors Roles:
Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.
We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.
In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust's Medical Workforce team.
We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.
Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.
Submission of any unsolicited CVs, candidate's details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.
In order to establish and maintain good working relationships with the Trust's agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.

A vacancy has arisen for a full time Ward Clerk to work within the Neurology and Stroke Service Line, Merrivale Ward. This is offered as a secondment or fixed term contract for 6 months.
The successful candidate will be educated to GCSE 9-4 in Maths & English, and hold an NVQ level 2 in Administration or equivalent demonstrable experience. Previous demonstrable experience working on a reception or within a clerical role is preferable. Candidates should have demonstrable experience of dealing face to face with the general public and difficult customers / patients, working within a pressurised environment and able to deal with telephone and email enquiries.
The post is interesting and varied, it requires an ability to work both independently and as a member of the wider team. Applicants should have a mature and responsible attitude with a good sense of humour. In addition to good written and verbal communication skills.
Working hours will be to cover evenings until 1900 on a rota basis and some weekends.

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We