Critical Care Department is looking to recruit an enthusiastic, bright and engaged individual to the post of Ward Administrator to join our patient focused team.

You will be the first point of contact on the ward for patients, staff and visitors therefore you will wear a uniform. You will be responsible for accurately maintaining the activity data on Epic Apollo, allocation book and the patient bed board, you will be required perform quality checks to ensure accuracy.

You will be required to provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking

You will be flexible with own workload, and be able to prioritise work, to meet deadlines.

You will be required to rotate between the Critical Care Units as required as well as covering colleagues for annual leave, sickness etc. as directed by the Critical Care Matron.

To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times.

To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff.

To sort mail on a daily basis, redirecting mail appropriately.

Using Oracle ordering system to order stationery as required, checking that all stock is delivered and to manage any problems in relation to these orders, ensuring value for money at all times, to do regular stock level checks to ensure efficiency in stock management.

To check the relative’s room each morning, ensuring that that room is adequately stocked with tea etc relative information sheets and to remove all bed linen on a daily basis.

To provide help and facilities (i.e. telephone, fax) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.

To provide sickness certificates and letters for patients as requested by the nurse in charge.

To assist in finding temporary accommodation in the Salvation Army for relatives of patients

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King’s College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

The trust-wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we can take Team King’s to another level.

To assist in the clerical duties associated with the admission and discharge of patients. This includes ensuring that any previous notes (even from another hospital) are obtained and available at the bedside.

On discharge of patient, to ensure notes are returned to their rightful department straight away.

In the absence of health care assistants to order beds electronically as requested by the nurse in charge.

To empty the unit safe each morning, taking all patients valuables to the Patient advice and liaison office (PALS) or the cashiers office according to hospital policy and to document this clearly in the patients notes and the Unit Diary

To liaise with Relatives Liaison (Bereavement Services) and Patient’s Advice and Liaison Office (PALS), regarding releasing or investigating location of patient’s property and valuables adhering to Hospital policy.

To liaise with the maintenance department on a daily basis, either electronically or by telephone (for emergencies) and to have a system in place to track all outstanding requests, keeping the Matron informed of all issues.

To open and distribute mail, forwarding mail to patients who have already been discharged.

To ensure that the unit bed boards and the allocation books are updated continually when patients are admitted and discharged from the units.

Check that consultant’s details are correct for all admissions, checking this information against the information in the PIMs system and the patient’s notes.

To be responsible for the unit diary, ensuring all queries are investigated / solved, to ensure staff signs with name and comment as appropriate, to feedback progress/ problems to nurse in charge.

To be able to generate a new hospital number for new patients to King’s College Hospital, through Epic Apollo system.

To ensure patient’s notes are available for the Relative Liaison Officer (Bereavement), and to take deceased patient’s property to the Relative Liaison Office as promptly as possible, documenting this in the property book and the Unit Diary.

To ensure that each patient has one hospital unit number and that case notes are correctly amalgamated. Any discrepancies are reported to Medical Records via email and copied to the Senior Audit nurse.

To conduct quality audits e.g. monthly medical notes audit, within set timeframes and to produce an audit cycle as necessary.

To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient’s demographic details (address, post-code, GP. ethnic and religion) are correct. To obtain patient’s notes on admission and to track on discharge, returning / tracking patient notes back to medical records when required and to ensure that patient’s notes are scanned onto Epic when required.

To ensure that the Epic bed state is a true and accurate reflection of the actual patient’s movements. To be responsible for alerting any discrepancies are notified via e-mail to appropriate department and copied to the Senior Audit nurse.