About this role
Job summary
We are looking for an organised, motivated and approachable individual with previous medical administration experience.
The role is a working on site only and you are required to live within 1 hour distance of all three of our hospital sites at Ashford, Canterbury and Margate and our Head Office in Betteshanger, Deal, Kent. Any applicant outside of this area will automatically be declined.
You will be expected to travel to our Margate site for initial training and to all of our hospital sites as needed and directed.
If you are looking for an exciting opportunity to develop your career within a busy medical environment and believe you have the skills and experience, we are looking for, we would love to hear from you.
Main duties of the job
As a Ward Administrator, you will play a key role in supporting the Ward at our Ashford and Canterbury sites as part of a 7 day working rota which will include regular weekend working.
Your responsibilities will include
Ensure that patients are admitted and discharged on the relevant in-house systems and that copy EDNs are filed in the patient notes on discharge.
Organise, scan and attach Ward and Theatre documentation.
Liaise with clinical, finance, admin colleagues, Consultants and colleagues from EKHUFT to ensure the smooth running of the hospitals.
Ensure that admission packs and notes are prepared and available prior to patient admission.
Liaising professionally with patients and Consultants.
Using in house software to maintain accurate patient records, waiting lists and clinic management information.
Managing multiple priorities and conflicting demands in a busy environment.
We are looking for someone who is:
Highly organised and able to work accurately under pressure.
Able to work across sites as and when required and dictated by the line manager.
Friendly, professional and approachable.
An excellent communicator, both verbally and in writing.
Confident in managing competing priorities and working to strict deadlines.
Experienced in a medical administration environment.
Comfortable working independently while also being a strong team player
About us
Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
- Free on-site staff car parking
- Staff discount for treatments
- Enrolment into a staff pension scheme
- Investment in staff training
- Annual salary increment
- Additional benefits available in line with our NHS colleagues
- Local retail discounts
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.
Job description
Job responsibilities
Job Purpose
To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites.
Key Relationships
Clinical Director
Head of Clinical Services
Ward Manager
Ward nurses
Outpatient nurses
Reception Team
Bookings Team
Finance Team
Patients
Consultants
Key Responsibilities
Provide administrative assistance to the Clinical Director, clinical management, and nursing teams.
Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner.
Organise, scan and attach documentation to patient records.
Ensure that patients are admitted and discharged on the relevant systems and that copy EDNs are filed in the patient notes on discharge.
Liaise with clinical, finance and admin colleagues as well as consultants and colleagues from EKHUFT to ensure the smooth running of the hospitals.
- Ensure that admission packs and notes are prepared and available prior to patient admission.
Plan and organise the transfer of patient notes and provision of relevant documentation, using the NHS PAS / Allscripts and inhouse systems, ensuring their availability for the nursing team, consultants prior to patient admission and for the coders after patient discharge.
Assist in the preparation reports, both ad hoc and regularly scheduled, internal and external, ensuring accuracy and timeliness of submission.
Provide excellent customer care, showing tact, empathy and discretion in dealing with patients and relatives.
Answer and direct phone calls and emails, providing excellent customer service and liaising with colleagues across the business to ensure that queries are dealt with efficiently.
Assist with bed planning.
Assist with the annual review of departmental policies and procedures to ensure they reflect good practice and ensure requirements are complied with.
Assist in the annual review and updating of hospital SLAs.
Order ward and office supplies
Assist in the ordering of theatre equipment when required.
Financial
Liaise effectively with the finance and administration teams to handle and resolve patient queries.
Liaise with the Finance and coding team to ensure that patient stays can be coded and invoiced in a timely manner.
Business Development
- Develop in depth service knowledge and offer information about our services to our clients.
Keep up to date with new services offered.
Arrange meetings with any new prospective clinical colleagues.
Promote, be available and offer tours of the unit to any patients wishing to view the ward prior to choosing Spencer.
Quality
Assist the clinical management in retaining the ISO9001:2015 (Quality Management), ISO14001:2015 (Environmental) and Investors in People accreditations.
Maintain an accurate medical record system.
Ensure all computer systems are kept up to date at all times e.g., EDN, Sunrise, NJR, Patient Centre and Compucare
Assist in any clerical duties considered necessary for the smooth running of the hospital, such as helping to locate consultants, collate and file all patients notes on admission and / or discharge, ensuring that they are complete and in the correct order,
Assist with any stock take requests.
Assist with audits and site inspections as directed by the Clinical Director
Carry out any other administrative duty that facilitates the smooth running of the ward reception as directed by any clinical colleague.
Workforce
- Participate in in-house training sessions, attend meetings and discussions as and when required.
- Maintain stock levels of all pre-assessment paperwork, forms and pathways.
- Work as part of a team providing cover at all sites as and when required.
- Prepare and maintain off-duty rotas for the ward, making optimum use of staff over a six week period.
Equal Opportunities
It is the aim of the hospital to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, sex, race, colour, nationality or ethnic or national origins, or is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, the hospital has an Equal Opportunities Policy, and it is for each employee to contribute to its success.
Health & Safety
All Employees must be aware of the responsibility placed on them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Individual employees should also refer to specific health and safety requirements within their own job descriptions.
Data Protection
If required to do so, to obtain, process and/or use information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered purpose, and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed by Spencer Private Hospitals.
Customer Care
It is the aim of the hospital to provide patients and clients with the best possible care and service. In order to meet this aim all of our staff are required, at all times, to put the patient or client first and do their utmost to meet their requests and needs courteously and efficiently.
Confidentiality
To ensure that confidential information is not disclosed about Spencer Private Hospitals (including information regarding patients and staff) to any unauthorised member of staff, or to anyone outside the employment of Spencer Private Hospitals.
This job description is intended to reflect, in outline, the responsibilities of the post holder, which may change over time with corporate or local business needs of Spencer Private Hospitals. It will therefore be subject to periodic review and amendment in the light of changing circumstances and following consultation with the post holder.
Person Specification
Personal Attributes
Essential
- Team Player
- Ability to act on own initiative
- Self-motivated
- Flexible approach
Desirable
- Previous experience of working within a team
Other
Essential
- Ability to travel between sites
- Permission to work in the UK
Desirable
- Access to personal transport
Experience
Essential
- Experience of organising a busy workload
- Knowledge / experience in a healthcare / medical environment
- Experience working in an administration environment
- Understanding of Information Governance and importance of patient confidentiality
Desirable
- Previous experience in a Ward Administrator/Clerk role
- Experience of using health industry software e.g., Compucare / Patient Centre / Allscripts / Sunrise
Skills
Essential
- Excellent organisation skills
- Exceptional customer service skills
- Excellent communication skills
- Ability to work to deadlines
- Attention to detail
- Polite, professional and confident telephone manner
- Excellent interpersonal skills with understanding of need for tact and empathy
- Able to work under pressure
- Knowledge of Microsoft Packages including Outlook, Excel and Word
Desirable
- Understanding of audits
- Ability to complete stock takes
Qualifications
Essential
- Maths and English (GCSE or equivalent) Grade C or above
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 details
Employer name
Spencer Private Hospitals Ltd
Address
Spencer Private Hospitals Ltd
Arundel Unit, William Harvey Hospital, Kennington Road.
Ashford
Kent
TN24 0LZ
United Kingdom
Employer's website
https://www.spencerprivatehospitals.com/ (Opens in a new tab)