Job summary
- Main area
- Accident and Emergency
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 203-EM723
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Emergency Department Warwick Hospital
- Town
- Warwick
- Salary
- £24,937 - £26,598 per annum
- Salary period
- Yearly
- Closing
- 19/08/2025 23:59
Employer heading
Emergency Department Administration Team Assistant
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
We are currently looking for an enthusiastic and highly motivated Administration Assistant to join our existing team in Warwick Emergency Department.
As an ED administrator you will be the first port of contact for patients. You will book in patients who self-present, answer their queries and help solve any issues they may encounter. You will also interact with ambulance crews to book in their patients and upload their notes to the patient record and collect data on ambulance arrival times for departmental audits. The role involves a lot of computer work as you will be expected to obtain, scan and file patient notes, discharge patients to specialist wards, book appointments and referrals for patients and code clinical notes. The administrator will also work alongside the Nurse in Charge to coordinate patient flow through the Emergency Department thereby ensuring patients are admitted/discharged in a timely manner whilst maintaining the Trust values and behaviours. You will also deal with telephone enquiries and take on other office based tasks, providing general support to clinicians, nurses, and managers to help with the everyday running of the Department.
We will provide you with a complete induction and support continuing development through yearly appraisals.
This post will include working a shift pattern including long days, twilight shifts, night shifts, weekends and bank holidays.
Main duties of the job
To provide a comprehensive, efficient and responsive administrative and clerical support to the Emergency Department of South Warwickshire NHS Foundation Trust (SWFT).
To provide support to patients, medical staff, nursing staff and the management process, maintaining an effective customer focused service and to work closely with colleagues within the team. To provide a seamless service between patient arrival and discharge. The role is multi-facetted and as a priority provides real-time computer entries on various systems, including admission, discharge, transfer, clinical coding and ambulance services.
The post holder will cover reception, ward clerk and clinical coding flexibly to meet the needs of the service. There may also be cross-site working to cover the needs of the service if required.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
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Key Result Areas: |
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Reception and Ward Clerk Duties First contact with members of the public entering the department via reception; Using VDU for the computerised booking of all patients requiring treatment in ED, ensuring all personal information is obtained and accurate; To make appointments and referrals on behalf of ED when needed; To input all relevant data to outcome all patient attendances; Maintain the filing and scanning systems relating to the ED Casualty Cards and other clerical duties Ensure admissions and discharges are entered onto Lorenzo in real-time. Maintaining and updating information required on Digit where necessary. Facilitate good communication between all members of the team and other staff within the Trust and outside the Trust, including police, ambulance staff, GPs and CCG; Implement manual process for computer down time; Follow the correct procedure for overseas patients, completing all relevant forms; Maintain in-patient Lorenzo system for the ED Observation Unit; Assist with filing in the Observations Unit if required. Answering telephone queries in a polite and efficient manner; Booking ambulance crews clear in a timely manner using CAD online system; Chase up diagnostics and results with relevant departments; Maintain filing and scanning systems relating to casualty cards and other clerical duties; Bleep porters, domestics, medical staff as required; Book ambulances and transport as required; To actively participate in the collection of data for I Want Great Care – obtaining patient/relative feedback on a shift basis to ensure that their views are included within the development of the service. Supporting the Emergency Department staff as needed. To liaise directly with other units/departments to give or obtain information, including the reporting of maintenance or supply problems. To participate in the planning towards changes in work methods including team working and to work within new systems once agreed. Administration and Coding To ensure that clinical information is coded accurately and entered onto Lorenzo in line with Trust policy. To input ED data accurately and to provide robust and safe data storage systems. To review and analyse data and identify errors where appropriate to resolve queries. Response to requests for data reports from both within the department and other managers and to communicate effectively with all disciplines of staff. Communication Communicate at all times in a polite professional and courteous manner, maintaining confidentiality at all times; Facilitate good communication between all members of the team and other staff within and outside the Trust including police, ambulance staff, GPs and CCG; To have direct contact with patients, relatives and other members of the public at reception, being sensitive to their needs; Write and/or deliver messages to appropriate staff within the department; To be able with situations that involves violent and aggressive patients/visitors; To locate inpatients for visitors and direct patients and visitors to other areas of the hospital; Receive and report sensitive information. Departmental Systems Monitor computer equipment, reporting any problems in a timely manner to the relevant departments. |
Person specification
Qualifications
Essential criteria
- GCSE or equivalent in Maths and English at Grade C or above
- RSA or NVQ Level 3 or equivalent
Experience
Essential criteria
- Experience of reception duties
- Significant experience working with the public
- Understanding of data confidentiality
- Understanding of clinical coding or willingness to learn
Desirable criteria
- Previous experience of working within a healthcare environment
- Experience of using the electronic patient administration system - Lorenzo
Skills
Essential criteria
- Excellent IT skills and experience in the use of Microsoft Office suite including Word, Outlook and Excel.
- Accurate and advanced keyboard skills
- Excellent interpersonal and communication skills both written and verbal
- Excellent customer service skills
- Ability to work under pressure and prioritise own workload
Desirable criteria
- Knowledge of the Trust’s policies and procedures
Personal Qualities
Essential criteria
- Tactful and diplomatic
- Adaptable and flexible
- Organised, professional and punctual
- Ability to work and communicate with people at all levels
- Team player
- Ability to concentrate for prolonged periods
- Ability to deal with unpredictable workload and frequent interruptions
- High degree of discretion and initiative
- Good attention to detail
- Awareness of own limitations
- Able to work independently and as part of a team
- Positive approach to change
- Able to work with staff at all levels within the Trust
- Demonstrates a high level of personal motivation
- Able to work to tight deadlines in a busy environment
Other Job Requirements
Essential criteria
- Good personal presentation
- Flexibility in working hours, including unsocial
- Ability to occasionally travel to other sites within the Trust.
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
- Vicky Maskell
- Job title
- Service Manager
- Email address
- [email protected]
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