Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time - 23 hours per week (Per annum pro rata)
- Job ref
- 279-7619983-DEC25
- Employer
- University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Worthing Hospital
- Town
- Worthing
- Salary
- £24,937 - £26,598 pro rata
- Salary period
- Yearly
- Closing
- 04/01/2026 23:59
Employer heading
Ward Administrator
Band 3
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to deliver Excellent Care Everywhere for our patients, our people and our communities. Whatever your role here at UHSussex you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us deliver Excellent Care Everywhere. 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.
We value compassion, inclusion and respect as our core values. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our wellbeing programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
As part of our commitment to access for all, please see the different ways you can access the application form: https://apps.trac.jobs/accessibility?_ts=1
We look forward to receiving your application and the start of your journey with UHSussex.
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 updates as 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 Maintenace team. /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.
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 updates as 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
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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 Maintenace team. /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 to assist 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
- NVQ Level 3 or equivalent experience
Communication
Essential criteria
- IT Skills using word and excel
- Customer service or patient facing experience
- Clerical experience
- Experience of dealing with difficult situations
Desirable criteria
- previous NHS experience
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to role).
- Evidence of having undertaken own development to improve understanding of equalities issues
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Liane Seymour
- Job title
- ward manager
- Email address
- [email protected]
- Telephone number
- 01903 205111
- Additional information
Laura Kingsley-Holmes
Matron
01903 205111 ext 86140
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