Job summary
- Main area
- Medicine Directorate
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Part time - 15 hours per week (2 x 15 hrs vacancies. Working pattern = Saturdays and Sundays, 8am - 4pm))
- Job ref
- 230-36768364-MED-C1
- Employer
- George Eliot Hospital NHS Trust
- Employer type
- NHS
- Site
- George Eliot Hospital NHS Trust
- Town
- Nuneaton
- Salary
- £24,465 per annum pro rata
- Salary period
- Yearly
- Closing
- 17/08/2025 23:59
Employer heading
Ward Administrator
NHS AfC: Band 2
George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women’s, children’s, diagnostic and therapeutic services to a population of more than 350,000 people.
The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.
Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.
Don’t meet every single requirement? Studies have shown that women and people of colour aren’t as likely to apply unless they meet every qualification of non specialist roles.
We’re dedicated to building a diverse, inclusive workplace, so if you’re excited about this role and meet our values, but your experience doesn’t align perfectly with everything in the Job Description or Person Specification– apply anyway or email the Recruiting Manager to discuss the role further
We are proud to support the Armed Forces community. We are a Veteran Aware and Reservist Friendly organisation and welcome applications from Veterans, Reservists, Cadet Instructors, and family members of serving personnel.
Job overview
Ward Administrator
15 hours per week
Permanent
Salary: £24,465 per annum pro rata
Closing Date: 17th August 2025
Interview date: 1st September 2025
**This post may close early due to high numbers of applications, so you are advised to apply promptly. **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
We welcome applications from the Armed Forces Community – get in touch to find out more
#JoinTeamEliot
We are looking for 2 x Ward Administrators to come join our team.
The working pattern will be: Saturday & Sunday: 8am - 4pm
Main duties of the job
- To ensure that all patient notes are kept up to date and filing is filed in the notes in line with the George Eliot Hospital Medical Records Policy.
- To provide an efficient and professional clerical service to the Nursing, Medical and Surgical Team.
- To communicate with internal and external professional bodies, e.g. other NHS Trust’s, Coroner, Police, District Nurses and other Allied Healthcare Professionals.
- To communicate over the telephone and personally with patients, patients’ representatives and relatives relaying accurate and applicable information as required
Working for our organisation
Here at George Eliot our vision to ‘excel at patient care’ taking centre stage. An ever evolving clinically- led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values:
Effective open communication
Excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
If you are applying for a Domestic Assistant or Health Care Assistant role you may be eligible for the refer a friend scheme – find out more here: https://www.geh.nhs.uk/about-us/people-and-workforce/vacancies/refer-friend-scheme
Detailed job description and main responsibilities
- To make appointments for patients when they are discharged if required.
- To ensure that transport is booked for patients to be taken home when discharged if required.
- Take lead responsibility for ward requisitions and maintaining the ward stationery.
- Photocopy information for the Nursing Team and as and when required.
- To be responsible for the general tidiness of the workplace
- Take lead responsibility to inform General Practitioners of all discharges/deaths by telephone within 24 hours.
- To contact IT Training Department to book training courses for members of staff as instructed by ward Senior Sister/Senior Charge Nurse.
- Prepare and fax correspondence as and when required.
- Welcome patients and members of the public entering the ward area and ensure any queries that arise are dealt with either by the Ward Clerk or relevant Nursing personnel.
- To answer ward telephone and ensure that information is correctly handled and disseminated appropriately.
- Ensure the Patient Administration System (Lorenzo) is kept up-to-date and reflects patients currently on the ward and also matches the whiteboard, including consultant/specialty transfers
- Ensure all of the relevant documentation (front sheet and patient labels) is printed from Lorenzo and copies available in the notes for every patient.
- In line with the Trusts’ Medical Records Policy, ensure that all filing is kept up to date and filed correctly in the patient hospital notes, and that history and mount sheets are also up to date to facilitate Medical Staff ward rounds to be completed with the minimum of interruptions/delays.
- Take lead responsibility for ensuring that patients’ hospital case notes are up to date and sent back to the Medical Records Department for filing.
- Take lead responsibility after appropriate training, to divide oversized patient hospital notes into manageable volumes.
- Ensure case notes are tracked in accordance with the Trust Case Note Tracking Policy.
- Ensure that all relevant documentation is taken to the Bereavement Centre for deceased patients to enable Death Certificates and the first part of Cremation forms to be completed by doctors as soon as possible to ensure that relatives can be dealt with in a sensitive manner and facilitate funeral arrangements to be made without unnecessary delay.
- Ensure that if a patient is discharged to another hospital during working hours, that the KMR1 Front Sheet is completed before discharge to enable the Clinical Coding Team to assign appropriate ICD10 (diagnostic) and OPCS4 (Procedure) codes for World Health Organisation and Finance purposes.
- Ensure that all KMR1 Front Sheets are completed in a timely manner by the Medical Team for all discharged patients.
- Prepare for admission of patients and ensure that patient notes, where possible, are on the ward before the patients arrive.
- Take lead responsibility to ensure that medical and other insurance notes are issued as requested by the Senior Sister/Senior Charge Nurse
- Ensure that post for patient’s is distributed in an efficient and timely manner.
- To open and distribute mail for the multi-disciplinary team in an efficient and timely manner.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person specification
Experience and Knowledge
Essential criteria
- Office Environment experience
- Dealing with members of the general public
- Administration experience within an NHS environment
- Evidence of ability to prioritise workload including working under pressure in order to meet deadlines.
- Keyboard/Typing skills
Desirable criteria
- Experience of leading a team
- Knowledge of PAS systems
Qualification and Professional Training
Desirable criteria
- Good standard of Education
- GCSE in English Language
Skills and Abilities
Essential criteria
- Good organisational skills
- Ability to multi-task
- Excellent communication skills and interpersonal skills.
- Able to respond professionally
Personal Qualities
Essential criteria
- Calm, Pleasant manner
- Ability to work within a demanding environment
- Approachable
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.
Documents to download
Further details / informal visits contact
- Name
- Julia Evans
- Job title
- Lead Ward Administrator
- Email address
- [email protected]
- Telephone number
- 02476865149
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