Detailed job description and main responsibilities

Key Responsibilities and Duties

Patient Administration

• Manage patient admissions, discharges, and transfers using Trust electronic systems (e.g.  HIS, PAS, EPR).

• Prepare, track, and maintain patient notes, ensuring documentation is accurate, complete, and available at all times.

• Ensure patient demographic details are correct and updated promptly.

• Coordinate discharge paperwork and support timely patient flow in liaison with nursing and medical staff.

Communication and Liaison

• Act as the first point of contact for patients, relatives, visitors, and members of the multidisciplinary team.

• Answer telephone and face-to-face enquiries professionally, dealing with routine queries and escalating concerns appropriately.

• Facilitate effective communication between ward staff, medical teams, diagnostics, theatres, pharmacy, outpatient departments, and external agencies.

• Receive and disseminate messages accurately and in a timely manner.

Ward and Clerical Support

• Provide general clerical support including filing, photocopying, scanning, emailing, and data entry.

• Maintain ward lists, admission boards, and electronic trackers to reflect real-time activity.

• Support bed management processes and escalate capacity pressures as directed by senior staff.

• Order and monitor non-clinical ward supplies, stationery, and equipment as required.

Data Quality and Information Governance

• Ensure all work is carried out in line with data protection, confidentiality, and Caldicott principles.

• Maintain accurate records in accordance with Trust policies and NHS standards.

• Report incidents, concerns, or errors using appropriate reporting systems (e.g. Datix).

Health, Safety, and Infection Prevention

• Adhere to Trust policies relating to health and safety, infection prevention and control, and risk management.

• Maintain a clean, organised, and safe ward reception and administrative area.

• Participate in mandatory training and updates as required.

Teamwork and Professional Responsibilities

• Work collaboratively as part of the ward and multidisciplinary team to support high-quality patient care.

• Prioritise workload effectively in a demanding environment, responding flexibly to changing service needs.

• Support new staff, students, and temporary staff by providing guidance on ward administrative processes.

• Participate in service improvement initiatives and audits as required.

Working Conditions

• Based on a busy acute inpatient ward

• Frequent interruptions and competing priorities

• Regular use of computer systems and telephone

• Shift work including  weekends, and bank holidays