Ward Administrator
The closing date is 15 June 2026
Responsible for ensuring the administrative and clerical work related to patient care are competently managed.
Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.
To deal efficiently and in a professional manner enquiries from both patients and staff internally and externally.
Main duties of the job
Ensure all patient discharge information is correctly filled out by nursing and medical staff and where appropriate send to GP, Secretary, anti‑coagulation department and file copy in case notes.
Open all incoming post unless marked to a specified member of staff.
Process and pass to appropriate members of the nursing team.
Be responsible for ensuring all the relevant correspondence is located internal and external, from other members of staff, departments, patients/relatives and other hospitals, referring them to the supervisory staff member when necessary.
When elective patients arrive on the ward check correspondence, amending any details on the Careflow. Add their details to ward admission book specifying date of admission, consultant, and GP. Also ensuring that admission and discharge time are recorded.
Booking of post inpatient follow up appointments - patients leaving with follow‑up appointment in their hand. Send follow‑up requests to relevant department/team. Mark in file to record that the request has been made.
To ensure where the patient no longer requires future follow‑up that the outcome and discharge referrals as and when appropriate.
About us
Working for our organisation
At UHSussex, diversity is our strength. We want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Job responsibilities
Ensure on a daily basis that the ward board/admissions book is checked for recent discharges and patients due to be admitted.
Responsible for adding admission and full patient details onto Careflow.
Maintain and monitor ward information recorded on Careflow. Ensuring that all patients are admitted to the correct ward bed, consultant, and specialty. Responsible for ensuring that all notes are tracked to correct area.
Responsible for updating all admissions, transfers of care, discharges, and transfers to different wards information on Careflow an ongoing basis.
To access the spine with a smart card to find NHS numbers.
When admitting patients to the ward ensure that if the patient is overseas visitor the correct policies and procedures are followed.
Identify and manage duplicate case notes, including when appropriate organising the merging of electronic records and amalgamation of case notes.
Responsible for ensuring that all patient records reach the clinical coding department in a timely basis to be coded.
Providing annual leave and sickness cover as appropriate for other ward clerks.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Person Specification
* Communication
* Customer Service
* IT Skills
* Ability to Multitask
* Administration Experience
* Working in an hospital environment
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles (as appropriate to role)
* Evidence of having undertaken own development to improve understanding of equalities issues
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
University Hospitals Sussex NHS Foundation Trust (279)
J-18808-Ljbffr