Job overview

12-month Maternity Cover

The Ward Administrator acts as the first point of contact for women, families, visitors and colleagues, providing a professional reception service and ensuring that all visitors and staff are appropriately identified prior to gaining access to ward areas. The post holder will manage telephone and email enquiries, coordinate communication with internal departments and external agencies, and support continuity of patient care through effective information sharing.

The post holder is responsible for ensuring accurate and timely input of patient and service activity data across Trust information systems, supporting the effective and efficient delivery of maternity services.

The post holder will be responsible for arranging, amending and cancelling appointments, maintaining patient records and providing administrative support to clinical teams across the maternity service.

The role requires the ability to work effectively in a busy and often unpredictable environment whilst maintaining a professional, compassionate and responsive service for women, families and colleagues.

This is a rotational post working across all maternity inpatient areas, including the Antenatal Ward, Postnatal Ward, Labour Ward and Marina Ward. The role requires flexibility to work a shift pattern, including weekends, nights and bank holidays, and to provide cross-cover across the unit to support service requirements, annual leave and sickness absence.

Main duties of the job

Information Management, Administration and Patient Services

Maintain accurate patient information across Trust systems including PAS/iSoft, Cerner, NIPE Live, ICE Reporting and Datix. Record admissions, transfers, discharges, outpatient activity, and maternity and neonatal episodes within agreed timescales, ensuring data quality, completeness and compliance with information governance requirements. Produce records, reports, clinic lists and other documentation to support safe patient care.

Provide administrative support to maternity and women's services by arranging appointments, preparing correspondence, coordinating results, organising interpreting services, maintaining resources and processing financial documentation.

Act as a first point of contact for patients, families, visitors and staff, delivering a professional and confidential service. Manage telephone and email enquiries sensitively and ensure timely communication throughout the maternity journey.

Work with multidisciplinary teams, community services and external organisations to support continuity of care and service improvement.

Maintain, retrieve, file and archive patient records in line with Trust policies, ensuring information is accurate, secure and accessible.

Follow safeguarding, governance and information governance requirements, escalating concerns appropriately and supporting Datix reporting and investigations.

Working for our organisation

The Hillingdon Hospitals NHS Foundation Trust is the only acute Hospital in the London Borough of Hillingdon and offers a wide range of services including accident and emergency, inpatient care, day surgery, outpatient clinics and maternity services. The Trust’s services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment centre, a minor injuries unit and outpatient clinics.

The safety and well-being of our patients and of our staff is paramount and we are making urgent improvements to address this – particularly in infection prevention and control. We are making progress and going forward by working in partnership with local GPs, charities,
community services, academic partners, our local authority, neighbouring hospitals and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population. We are absolutely focused on ensuring that our hospitals
provide high quality, safe and compassionate care, while drive forward the building of the new Hillingdon Hospital.

We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed.