Neonatal Ward Administrator

You will be undertaking the administrative tasks such as filing, appointment bookings and maintaining up to date patient lists., Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job., · To undertake training on electronic systems (e.g., iPM, CMIS, BadgerNet and Evolve) in order to provide a high quality administrative and clerical support to the neonatal clinical team.
· To maintain accurate data entry on various electronic patient clinical systems.
· To ensure accuracy of data entry is checked across various electronic patient information systems.
· To maintain accurate manual records of any patient information.
· To ensure that patient hospital notes are available for admission and are tracked on the hospital IT system.
· To ensure that hospital notes, upon a patient's discharge, is correctly filed, sent for coding and scanning in a timely manner.
· To ensure that discharge letters are sent out in a timely manner.
· To ensure that forms are ready and available for use in the contingency folder in the event of any disruption of the IT system.
· To work with the clerical team, ensuring that any required outpatient appointments or referrals are made and sent to patients.
· To provide assistance and other general clerical duties to the nursing and medical team.
· To facilitate and teach the clinical team to enable them to adopt good practices in data entry and use of the IT systems. To highlight to the clinical team of any errors made by clinical staff so that there is shared learning.
· To teach, supervise and support any new or junior clerical colleagues.
· To review and update forms, charts or notices used on the NICU.
· To prepare NICU log books for patient care.
· To ensure that information leaflets are available for patients and families.
· To welcome NICU visitors, directing them as appropriate to the designated person. Escalate any concerns or uncertainty promptly to the Shift Leader.
· To support the clinical team in caring for families with sensitivity and respect, example, greeting families and offering hot drinks and food to bereaved families.
· To communicate effectively (verbal, written and electronic) with the multi-disciplinary team and families.
· To answer the telephone and respond to enquiries for information in accordance with the Data Protection Act. To escalate any concerns or uncertainty promptly to the Shift Leader.
· To prepare documentation packs for new staff induction program.
· To maintain and organise an effective and efficient filing system, ensuring that all office practices are up-to-date and fully functional.
· To order and maintain stationary stock for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system for payment.
· To participate in procurement activities for the neonatal service. To monitor that all items ordered are correctly delivered and to ensure that goods are received on the procurement system.
· To participate in the end of year stock-take and completing the necessary documents to be forwarded to the finance department.
· To participate in yearly appraisal to review own performance, the attainment of service objectives and seek opportunities to further enhance skills and knowledge.
· In addition to the statement regarding confidentiality given below, to work within the remit of the Data Protection Act and to act appropriately within the confines of the potential sensitivity of clinical and managerial information and reports.
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.