Job Description

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Specification: Agenda for Change (AfC)

Job title: Ward Administrator

Division: Queen Square

Board/corporate function: Specialist Hospitals Board

Salary band: 3

Responsible to: Ward Admin Team Supervisor

Accountable to: Assistant Operations Manager

Hours per week: 30.00

Location: NHNN

University College London Hospitals NHS Foundation Trust

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most
complex NHS trusts in the UK, serving a large and diverse population.
We provide academically-led acute and specialist services, to people from the local
area, from throughout the United Kingdom and overseas.
Our vision is to deliver top-quality patient care, excellent education and world-class
research. We provide first-class acute and specialist services across eight sites:

 University College Hospital (incorporating the Elizabeth Garrett Anderson

Wing)
 National Hospital for Neurology and Neurosurgery
 Royal National Throat, Nose and Ear Hospital
 Royal London Hospital for Integrated Medicine
 University College Hospital Macmillan Cancer Centre
 The Hospital for Tropical Diseases
 University College Hospitals at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH
specialises in women’s health and the treatment of cancer, infection, neurological,
gastrointestinal and oral disease. It has world class support services including critical
care, imaging, nuclear medicine and pathology.
Clinical Board

The Specialist Hospitals Clinical Board incorporates the specialties of Clinical

Neurosciences (where this post is based), Women’s Health, Paediatrics, the Eastman
Dental Hospital, Royal National Throat, Nose and Ear Hospital and the Royal London
Hospital for Integrated Medicine.

The National Hospital for Neurology & Neurosurgery

The National Hospital for Neurology & Neurosurgery is a leading centre for the
diagnosis, treatment and care of patients with a wide range of neurological conditions
such as epilepsy, MS, Alzheimer's, stroke and head injuries. With its neighbour, the
Institute of Neurology, it is a major international centre for research and training. The
NHNN also runs The National Hospital Development Foundation, which is a charity
dedicated to supporting the Hospital for the funding of equipment, buildings and
research.

Telemetry Unit

The EEG-video telemetry unit is a self-contained dedicated unit for monitoring

patients with a variety of neurological, neurosurgical and neuropsychiatric conditions,
performing more than 450 video-EEG telemetry studies per year.
There are 4 consultant neurologist/neurophysiologists attached to the unit and
medical cover is provided by registrars and SHOs attached to Firm 1 (Epilepsy).
There is 15 dedicated nursing staff for the unit (at least 3 on duty at all times) together
with support facilities staff.
The unit has a total of 7 beds with the majority of patients being pre-booked
admissions directly onto the unit. The unit operates over a 7day period, and clinical
physiologists work by rota covering the hours of 8am to 7.00pm 7days a week. Both
NHS and private patients are seen on the unit with patients being referred to the unit
from all over the country and occasionally overseas. The majority of patients are
referred from consultants based either full or part-time at NHNN, however we accept
referrals from consultants across the UK for this specialist service. The patients are
continuously monitored whilst on the unit, with synchronous video/audio and EEG
(brainwaves).Other physiological parameters may also be recorded and some of the
patients will be recorded using invasive electrodes. The investigations carried out on
the telemetry unit form part of the assessment that patients undergo when considering
surgery for epilepsy. We also provide a diagnostic and sleep service.
Job Purpose
 To be responsible for clerical support to an allocated ward in liaison with the
clinical, administration and nursing staff to ensure smooth running of the
patient administrative and medical records service.
 To work without direct supervision and take responsibility for ensuring tasks
are carried out and completed in a timely manner.
 Assist with all clerical duties necessary to provide an effective and caring
service to all users within the department.
 Correctly record all patient personal details on the EPR System, ensuring that
strict data accuracy and confidentiality is upheld in accordance with the Data
Protection Act and the Access to Health Records Act. This includes booking
follow up appointments on the EPR system in accordance with local quality
standards and outpatient procedures.
 To improve communication between staff, patients and relatives and work with
everyone who comes into the department by offering support and guidance in
line with the Trust’s desire to improve the patient experience.
 To be responsible for as the main liaison point for any queries on the reception
of the ward
 To assist the Telemetry Team Leader to maintain the Telemetry waiting list and
other duties as required
Key Working Relationships

The post holder will be required to work closely with other members of the
administrative team and clinical teams, including managers, administrators, nursing
and medical staff, allied health professionals and support workers.
The post holder will be required to liaise with a range of staff internally and externally
across the Trust and with partner and external organisations.

Key Results Areas

With responsibility for an efficient and productive service, it is envisaged that the
following quality metrics apply to the ward administrators:

 Maintain accurate records on the bed state and ensure it is updated within 1 hour
of admission, transfer or discharge of patients from Monday to Friday.
 To ensure that the telephone is answered within 3 rings on any reception.
 To be courteous, friendly and polite to all patients, relatives or visitors to the ward.
 To be courteous, friendly and polite to all members of the multi-disciplinary team,
including nursing, medical and clerical staff.

Main Duties and Responsibilities

Patient administration
 To undertake administrative and reception duties on any allocated patient
facing reception.
 To ensure that departmental procedures on the EPR system are followed at all
times and patient admissions, transfers and discharges are recorded on EPR
quickly and accurately.
 To check and update patient details on the EPR system and to correctly record
patients’ personal details ensuring confidentiality is upheld in accordance with
the data protection act and access to health records act.
 To obtain patients case notes and x-rays on a daily basis.
 Register new patients and make new folders with the correct tracking label and
to comply with the Overseas Visitors Policy
 To ensure all medical case notes and x-rays are tracked correctly and returned
to the appropriate department on a daily basis.
 To ensure that discharge summaries are collected and distributed
appropriately, e.g. GP, Health Visitors, patients, etc.
 To ensure case notes are tidy and manageable, in chronological order, and
that all test results received are filed.
 To file all results in patient notes once signed by professionals.
 To carry out administration/reception duties i.e. photocopying and faxing filing,
answering telecom/ telephone etc.
 To arrange follow up clinic appointments for discharged patients.
  Take minutes on the ward when asked by a charge nurse or ward sister.
 To collect data for the purpose of measuring quality standards.
 Assist senior managers with details of patient’s details/admission or any IT
queries so they deal with complaints accurately.
 Distribute the post as appropriate and re-direct discharged patients' mail.
 Make sure that all patient movements outside office hours have been recorded
on the hospital information system, and that the bed state, board and database
have been duly updated.
 To add referrals on the waiting list

Improving the patient experience

 To constantly look for ways to improve the patient experience by streamlining
administrative processes and booking procedures.
 To assist the clinical staff to ensure the smooth running of the department in a
way that enhances the efficiency of the service.
 To book patient transport and health advocates when necessary, liaising with
portering staff to provide a seamless discharge for patients.
 To assist the Telemetry Team Leader to maintain the Telemetry waiting list and
other duties as required

Communication
 Ensure all queries and complaints are dealt with in a pleasant and responsible
manner taking the initiative to resolve them or redirecting to a senior member of
staff should the need arise.

 To assist all staff using EPR and give training if necessary to new members of
the department.
 To communicate with internal and external departments e.g. social workers,
health visitors, outpatients.
 To greet and register all patients and visitors to the ward in a courteous,
pleasant and friendly manner.
 Receive telephone calls and respond appropriately in a polite and courteous
manner.
 Provide information to bereaved relatives/friends and medical or nursing staff
of the paperwork and action necessary to register a death and liaise with
patient affairs officer regarding registration of deaths.
 Liaise with clergy, patient affairs officer and counselling staff to assist with
arrangements for bereaved relatives/ friends.
 To acknowledge that visitors to the wards may be upset or distressed, and to
act in a way that is appropriate to the situation.
 To be a source of information for visitors and patients on their visit to the
department and to UCLH.
 Be responsible for the training of new staff in the use of the telephone, Tele
tracking, intercom system, the admission and discharge procedures, It systems
used on the wards bereavement administration and other systems.
 To maintain confidentiality of staff, patient information/ records and the
business of the unit at all times.
Financial
 Be economic in the use of resources
 Monitor and maintain adequate stationery, clerical, kitchen and sundry supplies
in conjunction with Administration Manager - taking responsibility for ordering
supplies when necessary.

General
 To attend all mandatory training as required by the Trust.
 To participate and undertake appraisals and PDP in line with the Trust’s
objectives.
 To undertake cover on any other ward or department as required due to staff
absence.
 Inform the appropriate staff of the potential security risks and reporting actual
security incidents.

Information Resources
 Assist with collection of data for Refused Admission/Cancellation audit and
Delayed Discharge Audit on a daily basis
 Input data promptly on the hospital information system for: admissions,
discharges, transfers, appointments, ethnic monitoring and any other relevant
information
 Ensure prompt and accurate transcription of the Critical Care Minimum Data
Set into the hospital administration system.
 Ensure that notes are amalgamated for any patient who has duplicate
registrations on the hospital information system.

Other

The job description is not intended to be exhaustive and it is likely that duties may be
altered from time to time in the light of changing circumstances and after consultation
with the post holder. You will be expected to actively participate in annual appraisals
and set objectives in conjunction with your manager. Performance will be monitored
against set objectives.

Our Vision and Values

The Trust is committed to delivering top quality patient care, excellent education and
world-class research.

We deliver our vision through values to describe how we serve patients, their families
and how we are with colleagues in the Trust and beyond.
We put your safety and wellbeing above everything

Deliver the best Reassuringly Take personal

Keep people safe
outcomes professional responsibility
We offer you the kindness we would want for a loved one

Respect Friendly and Attentive and Protect your

individuals courteous helpful dignity
We achieve through teamwork

Explain and Work in Respect

Listen and hear
involve partnership everyone’s time
We strive to keep improving

Courage to give and Efficient and Develop through Innovate and

receive feedback simplified learning research
 Person Specification

Essential defines the minimum criteria needed to carry out the job and the job cannot
be done without these.

Desirable refers to criteria which are not essential and which successful applicants
would be expected to acquire during their time in post. The desirable requirements
are not taken in to consideration in a job evaluation panel.

REQUIREMENTS *E / D
1. Knowledge & Qualifications
a. Educated to GCSE level or equivalent, including Grade C or E
higher in English
b. AMSPAR qualification or equivalent D

2. Experience
a. Previous demonstrable admin & clerical experience E
Proven experience of working in an office environment
b. Previous demonstrable experience of working in a client E
facing role E
c. Use of PAS, EPR or other hospital electronic patient E
administration system
d. Experience of working in the NHS
3. Skills & Abilities
a. Communication & Customer Care E
b. Personal & people development E
c. Quality and service improvement E
d. Information processing (IT skills) E

4. Personal Qualities
a. Motivation and willingness to learn. Be flexible and have a E
positive attitude. E
b. Ability to work as part of a team E
c. Understanding of confidentiality E
d. Demonstrate a patient centred approach E
e. Able to write neatly and clearly E
f. Friendly and approachable E
g. Ability to interact effectively with clinical staff
5. Other requirements, including:
a. Work Pattern (e.g. shift work, unsociable hours) E
b. Physical Effort (e.g. lifting and handling requirements) E
c. Physical skills (e.g. requirement for speed and accuracy, E
hand-eye coordination.
d. Able to priorotise own workload E
e. Ability to work accurately and methodically E
f. Understanding of the Data Protection Act and an ability to
apply this to the duties of the post E