Ward Administrator
| Company: | NHS Jobs |
|---|---|
| Salary: | £26,532.74 - £28,292.47 |
| Hours: | Full-time |
| Location: | Ashford, TN24 0LZ |
| Job type: | Permanent |
| Posting date: | 1 Aug 2026 |
| Closing date: | 14 Aug 2026 |
Summary
Job Purpose To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites. Key Relationships Clinical Director Head of Clinical Services Ward Manager Ward nurses Outpatient nurses Reception Team Bookings Team Finance Team Patients Consultants Key Responsibilities Provide administrative assistance to the Clinical Director, clinical management, and nursing teams. 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 Clinical 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. Equal Opportunities It is the aim of the hospital to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, sex, race, colour, nationality or ethnic or national origins, or is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, the hospital has an Equal Opportunities Policy, and it is for each employee to contribute to its success. Health & Safety All Employees must be aware of the responsibility placed on them under the Health and Safety at Work Act (1974), to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Individual employees should also refer to specific health and safety requirements within their own job descriptions. Data Protection If required to do so, to obtain, process and/or use information held on a computer or word-processor in a fair and lawful way. To hold data only for the specific registered purpose, and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed by Spencer Private Hospitals. Customer Care It is the aim of the hospital to provide patients and clients with the best possible care and service. In order to meet this aim all of our staff are required, at all times, to put the patient or client first and do their utmost to meet their requests and needs courteously and efficiently. Confidentiality To ensure that confidential information is not disclosed about Spencer Private Hospitals (including information regarding patients and staff) to any unauthorised member of staff, or to anyone outside the employment of Spencer Private Hospitals. This job description is intended to reflect, in outline, the responsibilities of the post holder, which may change over time with corporate or local business needs of Spencer Private Hospitals. It will therefore be subject to periodic review and amendment in the light of changing circumstances and following consultation with the post holder. Signed: Date: