Job summary We are looking for a highly organised person with excellent customer service skills to join our small and friendly hospital teams at our Ashford and Canterbury sites. The Ward Administrator plays a key role in the running of the hospital, ensuring that records are updated accurately and in a timely manner, providing administrative and clerical support to the clinical management, dealing with patient queries and liaising with colleagues in both clinical and non-clinical departments across the business to ensure the smooth running of services. This role requires a high level or organisational skill, attention to detail, excellent communication and customer service skills and appreciation of the importance of patient confidentiality. A number of IT systems will be used, for which full training will be given. Interview Date: 18th November 2024 Main duties of the job To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites. Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner. 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 carparking 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. Date posted 09 October 2024 Pay scheme Other Salary £23,957 to £25,532 a year dependent upon qualifications and experience Contract Permanent Working pattern Full-time Reference number E0005-24-0066 Job locations Spencer Private Hospitals Ltd Arundel Unit, William Harvey Hospital, Kennington Road. Ashford Kent TN24 0LZ Spencer Private Hospitals Kent & Canterbury Hospital, Ethelbert Road Ethelbert Road Canterbury CT1 3NG 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 Hospital Director Clinical Management Ward nurses Outpatient nurses Customer Engagement Team Customer Experience Team Patients Consultants Key Responsibilities 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 Hospital 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. 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 Hospital Director Clinical Management Ward nurses Outpatient nurses Customer Engagement Team Customer Experience Team Patients Consultants Key Responsibilities 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 Hospital 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. Person Specification Personal Attributes Essential Outstanding communication skills Polite, professional and confident telephone manner Organised and methodical in approach Team Player Ability to act on own initiative Self-motivated Able to work under pressure Understanding of importance of patient confidentiality Desirable Flexible approach Other Essential Ability to travel between sites Permission to work in the UK Desirable Previous experience of working in a team Access to personal transport Experience Essential Experience of organising a busy workload Desirable Previous experience in a ward clerk or matrons assistant role Knowledge / experience in a healthcare / medical environment Experience of using health industry software e.g., Compucare / Patient Centre / Allscripts / Sunrise Experience working in an administration environment. Skills Essential Excellent organisation skills Exceptional customer service skills Excellent communication skills Ability to work to deadlines Attention to detail Excellent interpersonal skills with understanding of need for tact and empathy Desirable Knowledge of Microsoft Packages including Outlook, Excel and Word Understanding of audits Ability to complete stock takes Ability to complete rotas Qualifications Essential Good level of literacy and numeracy Desirable Maths and English (GCSE or equivalent) grade C or above Person Specification Personal Attributes Essential Outstanding communication skills Polite, professional and confident telephone manner Organised and methodical in approach Team Player Ability to act on own initiative Self-motivated Able to work under pressure Understanding of importance of patient confidentiality Desirable Flexible approach Other Essential Ability to travel between sites Permission to work in the UK Desirable Previous experience of working in a team Access to personal transport Experience Essential Experience of organising a busy workload Desirable Previous experience in a ward clerk or matrons assistant role Knowledge / experience in a healthcare / medical environment Experience of using health industry software e.g., Compucare / Patient Centre / Allscripts / Sunrise Experience working in an administration environment. Skills Essential Excellent organisation skills Exceptional customer service skills Excellent communication skills Ability to work to deadlines Attention to detail Excellent interpersonal skills with understanding of need for tact and empathy Desirable Knowledge of Microsoft Packages including Outlook, Excel and Word Understanding of audits Ability to complete stock takes Ability to complete rotas Qualifications Essential Good level of literacy and numeracy Desirable 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 Employer's website https://www.spencerprivatehospitals.com/ (Opens in a new tab)