Job summary
Are you looking for an exciting, evolving role within the established friendly admin team in Ashford and St Peters Maternity department?
We are looking to recruit a variety of Band 3 Ward Administrator roles - these roles offer varied hours in all areas of the Maternity department, the successful candidates will be primarily based within one area but will need to also offer the flexibility to cover all areas within this role. There are evening shifts and day shifts available and hours can be discussed if invited to interview.
The post will provide an extensive opportunity to build and develop skills required within the NHS. The successful candidate will be joining a supportive, forward-thinking department which values teamwork and a positive, proactive approach.
The roles are within our ward areas and community clinics, the Maternity Ward Administrator will often be the first point of contact for all visitors and patients to our Maternity wards and reception areas, a smart professional appearance is essential, along with a friendly approach.
Administration experience, would be beneficial but not essential as training will be provided within our NHS systems we are looking for people who are enthusiastic, willing to learn and have a positive approach to challenges, both independently and within the team
Main duties of the job
Act as first point of contact for all patients and visitors attending Maternity Services including, Triage/Labour Ward, Joan Booker Ward, Abbey wing reception, Community teams.
Provide a comprehensive administrative support service to the Maternity Triage/Labour Ward, Joan Booker Ward, Reception and community clinicians and service users.
Complete all relevant patient filing and tracking
Be expected to organise their workload to ensure that an efficient service is provided.
Liaise with other departments for example ultrasound, facilities, and clinical ward areas
Carry out their duties in such a way as to make a direct and positive contribution to the department.
Always maintain confidentiality and work within the Trusts GDPR policy.
We pride ourselves at ASPH to offer multiple benefits to support our teams.This includes flexible working, onsite nursery, onsite housing, and salary sacrifice car scheme. Not only will you work for a supportive Trust, but the Maternity Team offers a friendly team which makes us a great place to work!
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
Organisational Management
The Maternity Ward Administrator role will report to the Maternity Assistant Service Manager.
Internally the postholder will develop effective working relationships with:
Midwives and Maternity Service Staff, Medical Staff, Sonographers, Maternity Staff Team members
Externally this includes.
Colleagues in other NHS Trusts and organisations.
Communication
Be responsible for contacting patients using all communication skills, in accordance with the consultants/Registrars instructions, able to escalate appropriately any concerns.
Participate in providing excellent communication and information for patients in all forms.
Be responsible for all correspondence with patients, all telephone and face to face enquiries from patients and relatives using tact and diplomacy; analyse and resolve patient problems.
Must have excellent written and verbal skills
Work within the wider MDT team escalating queries as they arise, and able to build relationships within the team.
Management of Information
Be responsible for all relevant patient information, clinical and non-clinical to be recorded correctly onto the Cerner and to seek advice and information when this is not evident.
Be responsible for the quality and integrity of information concerning patients kept on Cerner and all other patient information systems, there will be considerable number of liaisons with all members of staff within the hospital, as well as the public it is therefore essential that all individuals adopt a courteous, friendly and professional manner at all times.
Have a detailed understanding of the principles of patient confidentiality, data protection and safeguarding. These principles should be always maintained.
Reduce all clinics and appointments according to requests and ensure all appointments are amended as appropriately.
Monitor Outpatient appointments daily to ensure correct utilisation of appointment slots and escalate if clinics are under/over booked to the Ward Manager.
The post holder will be responsible for completing mandatory and statutory training appropriate to the role, and personal development.
Provide support and training to new members of the team and keep them updated with changes to the booking procedure.
Person Specification
Skills
Essential
- Patient facing roles -be able to understand an individuals communication, physical & emotional needs; recognise their needs and preferences.
- Able to use initiative and judgement in dealing with sensitive issues with day-to-day issues and queries.
- Able to work individually and within a team in a busy work environment.
- Excellent written and verbal skills
Desirable
- Knowledge and experience of Cerner and other NHS software
Qualifications
Essential
- Maths and English GCSE grade C or equivalent
Desirable
- IT/Administration qualification or equivalent
Experience
Essential
- Previous experience as a receptionist or customer Service/ patient facing role
- Understanding of Microsoft/Excel and willingness to learn new systems
- Experience of dealing with and communicating sensitive information
Desirable
- Maternity Services experience
Attitude, Behaviour and Values
Essential
- Customer service focussed
- Flexible can do attitude
- Takes pride in their work and their team
- Supports and promotes equality and diversity
Knowledge
Essential
- Trust values
- A day to day knowledge of the services the Maternity department offers
Desirable
- Outlook/Excel and Microsoft experience
Other requirements
Essential
- Must be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS - You have knowledge & awareness of diversity and human rights as appropriate to your role
- Work well within a team and on your own
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
Ashford & St. Peter's Hospitals NHS Foundation Trust
Address
St. Peter's Hospital
Guildford Road
Chertsey, Surrey
KT16 0PZ