The Integrated Hospital Administrator plays a key frontline role in ensuring smooth administrative operations both on the inpatient ward and in the outpatient clinic area.
In the ward setting, the postholder is responsible for managing patient records, supporting clinical documentation, and coordinating essential administrative tasks related to admissions, discharges, and patient flow. The role requires constant interaction with multidisciplinary teams, including nurses, doctors, therapists, and support staff, and demands a high degree of accuracy and confidentiality The post holder must stay up to date with patient statuses, ensure records are updated in real time, and act as a communication link between departments and families.
In the outpatient clinic environment, the receptionist acts as the first point of contact for patients attending appointments. This includes welcoming patients, managing check-ins, answering inquiries, and preparing clinic lists. The receptionist must create a calm, courteous, and organized atmosphere while handling multiple administrative tasks efficiently. The role requires proactive problem-solving, excellent interpersonal skills, and a commitment to providing a positive patient experience.
The successful candidate will have an good understanding of healthcare administration processes, be proficient in using digital patient record systems, and possess strong communication and organizational skills.
Main duties of the job
Maintain accurate and up-to-date patient records and charts, both electronic and paper-based.
Support the nursing and medical teams with administrative tasks such as data entry, test result tracking, and document filing.
Manage patient admissions, transfers, and discharges in line with hospital protocols.
Liaise with porters, housekeeping, and other support services to coordinate patient flow and care delivery.
Act as a communication hub on the ward--receiving and relaying messages between clinical staff, relatives, departments, and external agencies.
Track investigations, test results, and reports as directed by clinical staff.
Ensure the ward has adequate supplies of stationery and forms; raise orders as needed.
Assist with preparation of ward rounds and multidisciplinary team (MDT) meetings by preparing and distributing patient notes or summary sheets.
Ensure patient confidentiality and data protection standards are maintained at all times.
* Greet and register patients on arrival, ensuring accurate demographic and appointment information.
* Answer phone calls and respond to queries from patients, families, and healthcare staff.
About us
Wye Valley NHS Trust is a member of an NHS Foundation Group with South WarwickshireUniversity NHS FT, George Eliot Hospital NHS Trust and Worcestershire Acute NHS Hospitals Trust.
Located on the border with Wales in the shadow of the Black Mountains, we provide acute and community services across Herefordshire and into parts of Powys and run Hereford County Hospital and the community hospitals in Bromyard, Leominster and Ross-on-Wye.
We are a progressive and forward looking trust with ambitious plans to improve quality and integrate patient pathways through close collaborative working with our partners to deliver the quality of care wed want for our family and friends.
More than 3,000 people work for the Trust they tell us its a great place to work, blending the busyness of a DGH with the benefits of working in a beautiful rural and unspoilt county like Herefordshire.
We can offer a great work-life balance and have a fine tradition of working with staff to help them achieve their full potential.
Russell Hardy, Trust Chairman: "The strength of the Trust is its amazing staff; a great place to work, a great place to develop your career and a great place to reach your potential."
Our values -Care, Accountability, Respect and Excellence - are at the heart of all we do. We believe in providing the right care in the right place at the right time.
Job responsibilities
Please see job description for full details of the role
This is a dual-role position based in both inpatient wards and outpatient departments. The role involves regular interaction with patients, clinical staff, and other hospital departments. Flexibility in work hours and locations within the facility may be required.
Person Specification
Education & Qualifications
* NVQ Level 2 in Administration or relevant experience
Skills, Knowledge & Abilities
* Ability to communicate both verbally and in writing
* Ability to prioritise and organise own workload
* Ability to use a range of IT systems and Microsoft Packages
* Knowledge of NHS systems such as e.g. MAXIMS, EMIS and E-Roster.
Experience
* Previous administrative/clerical experience
* Previous experience working in a customer facing environment/ dealing with the public
* Previous experience working within a Healthcare environment
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.
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