Job overview
We have a great opportunity to work as a Ward Administrator on Burlington ward Worthing Hospital.
You will provide effective day to day clerical support to facilitate the smooth running of the ward alongside the ward manager and senior colleagues. The job role covers clerical duties ranging from meeting and greeting staff, patients and visitors, answering the telephone and dealing with all enquiries.
Ensure all computer and paper information is up to date and completed accurately.
Main duties of the job
Answer the telephone in a timely and courteous manner.
Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updatesas advised by nursing or medical team.
To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
To receive and make telephone calls as needed and as directed by the ward staff.
To receive and direct patients, visitors and staff visiting the ward.
As directed by the nurse in charge, contact GP surgeries and other external agencies to obtain patient related information
Monitor and order on the Trust’s procurement system ad hoc items and ward specific medical items for the ward, not provided by
MaterialsManagement and receipt items on Hire of medical Equipment on IPROC and receipt on the system and arranging its return.
Reporting and monitoring issues on the ward to the Maintenaceteam. /EBMA and IT departments. Maintaining a live careflow system to accurately reflect patient flow within the trust at board round
To follow policies in own role which are determines by others.
Plan and prioritise own daily workload.
Involvement in planning patient discharges e.g. photocopying notes and booking transport.
Ensuring notes are available for ward admissions.
Working for our organisation
At UHSussex, diversity is our strength, and 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.
Candidate Pack
Detailed job description and main responsibilities
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.
Answer the telephone in a timely and courteous manner.
Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updatesas advised by nursing or medical team.
To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
To receive and make telephone calls as needed and as directed by the ward staff.
To receive and direct patients, visitors and staff visiting the ward.
As directed by the nurse in charge, contact GP surgeries and other external agencies to obtain patient related information
1. Support the Division by providing an effective OPD booking provision as needed in each area. To ensure this is an efficient and reliable service in line with the Trust’s targets
Monitor and order on the Trust’s procurement system ad hoc items and ward specific medical items for the ward, not provided by Materials Management and receipt items on Hire of medical Equipment on IPROC and receipt on the system and arranging its return.
Reporting and monitoring issues on the ward to the Maintenaceteam. /EBMA and IT departments.
Maintaining a live careflow system to accurately reflect patient flow within the trust at board round
To follow policies in own role which are determines by others.
Plan and prioritise own daily workload.
Involvement in planning patient discharges e.g. photocopying notes and booking transport.
Ensuring notes are available for ward admissions.
Ensuring there are sufficient supplies of forms and other related equipment on the ward area. Assist with patient flow by the timely printing of discharge summaries,
Using Compass BI reports ensure all discharge summaries are published to GP
Liaising with nursing staff and contacting discharge lounge as appropriate toassist with patient flow.
Liaising with other service providers to ensure OPD appointments are organised as appropriate
Attend board rounds and either during or following board rounds ensure EDD dates, discharge pathways, NCTR dates and discharge delay reasons are recorded on careflow.
Maintenance of case notes, including filing of new admission paperwork.
Scanning of patient notes onto evolve including DNAR and photographs.
Prepare notes after discharge for coding and scanning
Check discharge summaries in future management, for recently discharged patients, for any follow up appointments / scans required and if not already made by the ward doctor completing the DCS then email a copy of the discharge summary to internal referrals who will make the appointments.
Check patients’ DNACPR forms for consultant signature and advise the medical team if signature is needed. When complete scan to Evolve together with any ReSPECT form
Check for overdue VTE assessments from the daily email and inform medical team if any due for the ward
Scan and sent Therapies only referrals, TOCH referrals and clinical tool scores to discharge hub and discharge coordinators.
Manage communications, ward email and Whats App
Sending and following up on DOLs and therapy referrals.
Checking patients have NHS number, and informing Overseas team if not
Managing patient property on ward and with cashier
Take filed notes and property of deceased patients to bereavement office in line with death certification process
Person specification
educational
Essential criteria
2. NVQ Level 3 or equivalent experience
Communication
Essential criteria
3. IT Skills using word and excel
4. Customer service or patient facing experience
5. Clerical experience
6. Experience of dealing with difficult situations
Desirable criteria
7. previous NHS experience
Equality, Diversity, and Inclusion
Essential criteria
8. Evidence of having championed diversity in previous roles (as appropriate to role).
9. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications