Main area Administration Grade Band 2 Contract Permanent Hours
* Full time
* Part time
37.5 hours per week (Part time and full-time hours are available. Will need to be able to cover a 7-day rota which includes weekdays, weekday evenings and weekends of varying shift lengths within the hours of 7:30am - 7:00pm) Job ref 216-LH-M7525988
Employer University Hospitals Plymouth NHS Trust Employer type NHS Site Derriford Hospital Town PLYMOUTH Salary £24,465 £24,465 Per Annum Pro Rata Salary period Yearly Closing 18/11/2025 23:59
Ward Administrator
Band 2
Job overview
An exciting opportunity has arisen for a motivated, dynamic and caring Ward Administrator to join our Health Care of the Elderly (HCE) service line team.
We are looking for a mature, responsible and enthusiastic ward administrator who is able to be part of a 7-day rota to work on our HCE wards. They must be flexible and able to work a variety of shift patterns across weekdays, weekday evenings and weekends. They will also provide cover for periods of annual leave and sickness.
The post is interesting and varied and requires an ability to work independently and as part of a team. Applicants should have a responsible attitude and be able to demonstrate good verbal and written communication skills.
The successful candidate will be educated to GCSE standard or equivalent. Previous demonstrable experience working on a reception or within a clerical role is preferable. Candidates should be computer literate.
You will have a full induction and training and will be very well supported by the ward-based team, ward administrator colleagues and the service line management team.
Full and part time hours are available. Please clarify in your application what your preferred hours/days per week would be.
For any further information, please contact Hayley Johns, Support Manager on 01752 437511/01752 430763
Main duties of the job
***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.***
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.
We are looking for an enthusiastic and energetic individual to join our department in a post that is interesting and varied, providing an efficient and timely administration service to our Health Care of the Elderly (HCE) wards based at Derriford Hospital.
The successful candidate will be part of a team of ward administrators supporting our Frailty SDEC service and four inpatient wards.
Working for our organisation
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. 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 01752 432100. 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. 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.
Detailed job description and main responsibilities
· 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.
For further details please see the attached JD & PS
Person specification
Knowledge and Experience
* Demonstrable experience of dealing face-to-face with the general public and difficult customers/patients
* Previous clerical/admin experience within a Primary Care Trust
* Proven knowledge of hospital systems
Aptitude and Abilities
* Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
* Able to utilise own initiative
* Able to work individually and as part of a multi-disciplinary team
Qualifications
* GCSE’s 9-4 (A-C) in Maths & English and/ or NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.
If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.
We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included .
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.
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