Ward Administrator in Canterbury

We are looking for an organised, motivated andapproachable individual with previous medical administration experience.

Therole is a working on site only and you are required to live within 1 hour distance ofall three of our hospital sites at Ashford, Canterbury and Margate and ourHead Office in Betteshanger, Deal, Kent. Any applicant outside of this areawill automatically be declined.

You willbe expected to travel to our Margate site for initial training and to all ofour hospital sites as needed and directed.

Ifyou are looking for an exciting opportunity to develop your career within abusy medical environment and believe you have the skills and experience, we arelooking for, we would love to hear from you.

Main duties of the job

As a Ward Administrator, you will play a key role insupporting the Ward at our Ashford and Canterbury sites as part of a 7 dayworking rota which will include regular weekend working.

Your responsibilities will include:

Ensure thatpatients are admitted and discharged on the relevant in-house systems andthat copy EDNs are filed in the patient notes on discharge.

Organise, scan and attach Ward and Theatredocumentation.

Liaise withclinical, finance, admin colleagues, Consultants and colleagues from EKHUFTto ensure the smooth running of the hospitals.

Ensure thatadmission packs and notes are prepared and available prior to patientadmission.

Liaising professionally with patients and Consultants.

Using in house software to maintainaccurate patient records, waiting lists and clinic management information.

Managing multiple priorities and conflicting demandsin a busy environment.

We are looking for someone who is:

Highly organised and able to work accurately underpressure.

Able to work across sites as and when required anddictated by the line manager.

Friendly, professional and approachable.

An excellent communicator, both verbally and inwriting.

Confident in managing competing priorities andworking to strict deadlines.

Experienced in a medical administration environment.

Comfortableworking independently while also being a strong team player

About us

Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.

Staff wellbeing is a priority for the organisation with some perks of employment being -

• Free on-site staff car parking
• Staff discount for treatments
• Investment in staff training
• Annual salary increment
• Additional benefits available in line with our NHS colleagues

We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.

Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.

Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.

Job responsibilities

Job Purpose

To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites.

Key Relationships

Clinical Director

Head of Clinical Services

Ward Manager

Reception Team

Bookings Team

Finance Team

Consultants

Key Responsibilities

Provide administrative assistance to the Clinical Director, clinical management, and nursing teams.

Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner.

Organise, scan and attach documentation to patient records.

Ensure that patients are admitted and discharged on the relevant systems and that copy EDNs are filed in the patient notes on discharge.

Liaise with clinical, finance and admin colleagues as well as consultants and colleagues from EKHUFT to ensure the smooth running of the hospitals.

• Ensure that admission packs and notes are prepared and available prior to patient admission.

Plan and organise the transfer of patient notes and provision of relevant documentation, using the NHS PAS / Allscripts and inhouse systems, ensuring their availability for the nursing team, consultants prior to patient admission and for the coders after patient discharge.

Assist in the preparation reports, both ad hoc and regularly scheduled, internal and external, ensuring accuracy and timeliness of submission.

Provide excellent customer care, showing tact, empathy and discretion in dealing with patients and relatives.

Answer and direct phone calls and emails, providing excellent customer service and liaising with colleagues across the business to ensure that queries are dealt with efficiently.

Assist with bed planning.

Assist with the annual review of departmental policies and procedures to ensure they reflect good practice and ensure requirements are complied with.

Assist in the annual review and updating of hospital SLAs.

Order ward and office supplies

Assist in the ordering of theatre equipment when required.

Liaise effectively with the finance and administration teams to handle and resolve patient queries.

Liaise with the Finance and coding team to ensure that patient stays can be coded and invoiced in a timely manner.

Business Development

• Develop in depth service knowledge and offer information about our services to our clients.

Keep up to date with new services offered.

Arrange meetings with any new prospective clinical colleagues.

Promote, be available and offer tours of the unit to any patients wishing to view the ward prior to choosing Spencer.

Quality

Assist the clinical management in retaining the ISO9001:2015 (Quality Management), ISO14001:2015 (Environmental) and Investors in People accreditations.

Maintain an accurate medical record system.

Ensure all computer systems are kept up to date at all times e.g., EDN, Sunrise, NJR, Patient Centre and Compucare

Assist in any clerical duties considered necessary for the smooth running of the hospital, such as helping to locate consultants, collate and file all patients notes on admission and / or discharge, ensuring that they are complete and in the correct order,

Assist with any stock take requests.

Assist with audits and site inspections as directed by the Clinical Director

Carry out any other administrative duty that facilitates the smooth running of the ward reception as directed by any clinical colleague.

Workforce

• Participate in in-house training sessions, attend meetings and discussions as and when required.
• Maintain stock levels of all pre-assessment paperwork, forms and pathways.
• Work as part of a team providing cover at all sites as and when required.
• Prepare and maintain off-duty rotas for the ward, making optimum use of staff over a six week period.

It is the aim of the hospital to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, sex, race, colour, nationality or ethnic or national origins, or is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, the hospital has an Equal Opportunities Policy, and it is for each employee to contribute to its success.

Health & Safety

All Employees must be aware of the responsibility placed on them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Individual employees should also refer to specific health and safety requirements within their own job descriptions.

Data Protection

If required to do so, to obtain, process and/or use information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered purpose, and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed by Spencer Private Hospitals.

Customer Care

It is the aim of the hospital to provide patients and clients with the best possible care and service. In order to meet this aim all of our staff are required, at all times, to put the patient or client first and do their utmost to meet their requests and needs courteously and efficiently.

Confidentiality

To ensure that confidential information is not disclosed about Spencer Private Hospitals (including information regarding patients and staff) to any unauthorised member of staff, or to anyone outside the employment of Spencer Private Hospitals.

This job description is intended to reflect, in outline, the responsibilities of the post holder, which may change over time with corporate or local business needs of Spencer Private Hospitals. It will therefore be subject to periodic review and amendment in the light of changing circumstances and following consultation with the post holder.

Person Specification

Personal Attributes

• Team Player
• Ability to act on own initiative
• Self-motivated
• Flexible approach
• Previous experience of working within a team

Other

• Ability to travel between sites
• Permission to work in the UK
• Access to personal transport

Experience

• Experience of organising a busy workload
• Knowledge / experience in a healthcare / medical environment
• Experience working in an administration environment
• Understanding of Information Governance and importance of patient confidentiality
• Previous experience in a Ward Administrator/Clerk role
• Experience of using health industry software e.g., Compucare / Patient Centre / Allscripts / Sunrise

Skills

• Ability to work to deadlines
• Polite, professional and confident telephone manner
• Excellent interpersonal skills with understanding of need for tact and empathy
• Able to work under pressure
• Knowledge of Microsoft Packages including Outlook, Excel and Word
• Understanding of audits
• Ability to complete stock takes

Qualifications

• Maths and English (GCSE or equivalent) Grade C or above

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

Address

£13.57 to £14.47 an hourdependent upon qualifications and experience

Contract

Permanent

Working pattern

Part-time

Reference number

E0005-26-0044

Job locations

Ashford

Kent

TN24 0LZ

United Kingdom

Spencer Private Hospitals Kent & Canterbury Hospital, Ethelbert Road