Ward Administrator

Fortius Clinic is the UK’s largest private orthopedic group. We are building our business on a passion for excellence, an innovative approach in all that we do and working together to put patients first. We require a ward administrator to become part of a talented, dedicated team of people committed to providing the very best in orthopedic and sports injury care. We have four Outpatient Diagnostic and Treatment Centres (ODTCs), in Marylebone, City and Wimbledon.

This is a great opportunity for someone who is looking for that 'next step' in their current job role. Fortius Clinic has 2 surgical sites with 4 wards in total, that is the hub of all of the administration support for the nursing team. We are looking for someone who has a proactive and 'can do' attitude to work alongside the other team members and the nursing teams.

Purpose of Job

• Responsible for the provision of a comprehensive, and efficient administrative service to the ward.
• Offer effective support to the ward team to ensure a smooth flow of patients attending clinic.
• Responsible for the safe keeping and maintenance of both electronic and paper patient files.
• Manage enquiries from patients, relatives and other service users swiftly and sensitively.
• Responsible for ensuring hospitality and housekeeping are consistently reaching and maintaining a high standard of service.
• Answer and manage telephone enquiries accurately, ensuring clarity, confidentiality and courtesy are prioritised at all times.

Dimensions

• Financial – monitor the use of consumables used by the ward and by the patients.
• Secretarial liaison – frequent and timely co-ordination with medical secretaries to ensure patient records are well managed.
• Recording in real time all ward admissions, discharges and transfers in order to achieve and maintain a “live and accurate” bed board.
• Environment – there are 4 wards (3 wards at the Fortius Clinic London site and 1 ward at the Fortius Surgical Centre). At both sites the hours can vary between 7am-8pm depending on the patient numbers and the needs of the business.

Principal Accountabilities

1. Comprehensive and efficient administrative support to the team; this will include handling all aspects of correspondence, ensuring the admission and discharge process is followed and accurately and in a timely manner.
2. Responsible for the clinical information systems on the ward, particularly in respect of case records, (both electronic and paper) ensuring that they are kept up to date and accurate and in accordance with policy and procedure.
3. Make up new files and wrist bands as required, update labelling and information sheets as necessary keeping all case notes in a logical and clear system throughout patient stay.
4. Ensure that all information is handled in a confidential manner, and in line with Fortius policies and data protection guidelines.
5. Greet visitors to the ward, showing sensitivity and initiative at all times, in person and on the telephone.
6. Take and manage messages accurately and follow up as required. Be the contact point for members of the team during office hours, responding appropriately and swiftly in an emergency.
7. Liaise with other departments and staff at all levels, both internally and externally to ensure a seamless patient journey.
8. Keep the nursing office tidy and organised ensuring bed allocation board is correct at all times
9. Help with room and pod allocation for patients.
10. Maintain and manage the ward’s stationery, stock and non-stock supply, both clinical and non-clinical ensuring that the stock level is adequate, proportionate and cost-effective at all times.
11. Undertaking any other duties as required by the line manager.

Main Contacts

• Surgical Administration Supervisor
• Ward Sister/Charge Nurse
• Ward Staff
• Consultants
• Anaesthetists
• Bookings/Reservations Team
• Medical Secretaries

• Patients, relatives, visitors and carers.

Decisions and Impact

• The ward administrator is responsible for the management and prioritisation of their own workload without direct supervision and must ensure that the administrative needs of the service are met to support the delivery of high quality patient care.

Qualifications / Knowledge / Skills / Experience

Essential

Good standard of English and Maths (GCSE) or equivalent

IT literate – able to use a range of computerised packages including word, email, excel and patient records systems.

Excellent interpersonal and communication skills (verbal and written English)

In-depth experience of working in a customer service /front of house role

Excellent organisation skills and ability to prioritise and manage a busy workload without direct supervision

Able to keep calm when under pressure and deal effectively with unanticipated demands

Excellent customer service skills and ability to work with a range of stakeholders

Able to handle sensitive information without compromising confidentiality

Good telephone manner

Flexible and adaptable to meet service needs
Desirable  

Previous ward administrator or administrative experience working in healthcare