Job vacancy: Ward Administrator, University Hospitals Plymouth NHS Trust, Plymouth

Job summary

Main area: Ward Clerk
Grade: Band 2
Contract: Permanent
Hours: Part time - 22.5 hours per week (Monday - Friday)
Job ref: 216-EG-M7294505

Employer: University Hospitals Plymouth NHS Trust
Employer type: NHS
Site: Burrator Ward, Derriford Hospital
Town: Plymouth
Salary: £24,465 Per Annum, Pro Rata if part-time
Salary period: Yearly
Closing: 19/08/2025 23:59

Ward Administrator

Band 2

Detailed job description and main responsibilities

Deal with enquires, including telephone enquiries in conjunction with and under the direction of the nursing staff.
Maintain hospital notes in accordance with PHNT policies and procedures.
Receive patients, relatives and visitors to the ward.
Enter admissions, transfers and discharges on iPM/SALUS, including ward and department transfers and updating patient information where necessary, within half an hour of patient movement when on duty.
Ensure that notes are traced to the unit and traced correctly on iPM.
Maintain case notes, re-filing and creating additional volumes where necessary, ensuring all clinical notes are in the current volume, and adding new volumes to iPM.
Print front sheets and ensure adequate addressograph labels are available for all patients.
Ensure wristbands are printed for all inpatients patients.
Trace notes in and out of the unit using iPM.
Take, or where relevant, telephone any requests for investigations to relevant departments.
Liaise with other departments regarding investigations, recording appointments and pre details in the ward diary and relaying any information to nursing staff and patients.
Book transport for admissions, transfers or discharge as required.
Get case notes prepared for porters or ambulance crews, photocopying any relevant clinical notes for patients going to hospitals outside of the Trust.
Keep notes trolleys clean and tidy.
Take red top referrals to consultant secretaries or departments after logging them on the computer system.
Distribute and deal with email, re-directing as necessary.
Photocopying paperwork and booklets as required.
Email information within the Trust as required.
Liaise with MEMS, estates and IT with regard to broken equipment.
Be required to provide cover for the bookings clerk during periods of absence.

GENERAL TO ALL

Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.
Be competent with the iPM computer system
Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.
Attend & contribute to Unit meetings.
Assist & teach new staff members regarding working arrangements, Trust policies and strategies.
Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.

Person specification

IT literate

Essential criteria

Aware of IT systems

Desirable criteria

Proven knowledge of Trust computer systems

Qualifications & Experience

Essential criteria

Demonstrable clerical experience
Educated to GCSE level 9-4 in Maths & English or equivalent demonstrable experience

Desirable criteria

Demonstrable experience in a large clinical setting

Compassionate

Essential criteria

Patient focussed

Desirable criteria

Has admin/ reception 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.