Surgical Ward Administrator

We are looking for a proactive and highly organised Ward Administrator to join our team and support the smooth and efficient running of our wards across two sites. This is a key front facing role, ensuring an excellent experience for patients, visitors, and clinical colleagues.

As a Ward Administrator, you will play an essential part in maintaining the highest standards of administrative support and patient coordination. You will work flexibly across three wards, ensuring all processes are completed accurately, efficiently, and with outstanding attention to detail.

Ward Responsibilities

• Take responsibility for maintaining accurate and up to date clinical information systems on the ward, including electronic and paper case records, in line with all relevant policies and procedures.

• Accurately record and relay messages or information from callers, initiating appropriate follow up actions and maintaining clear, effective communication channels.

• Act as the central point of contact for the ward team during office hours, responding appropriately to urgent or emergency situations by gathering key information and liaising promptly with the relevant individuals or departments.

• Liaise professionally with colleagues and departments across the organisation-and external partners when required-to support a seamless patient journey from admission through discharge.

• Assist with room allocation, ensuring that sufficient rooms are available for all scheduled admissions at their TCI times and escalating issues where necessary.

• Record all admissions, discharges, and patient transfers in real time to produce and maintain a live, accurate bed board that supports operational planning and decision making.

• Monitor and maintain the ward's stationery and printing supplies, ensuring stock levels remain adequate, requests are proportionate, and purchasing is cost effective.

Occasional Theatre Administrator Responsibilities

• Act as the key point of contact between theatres, ward administrators, and the bookings/business office, ensuring clear, timely, and consistent communication.

• Maintain accurate daily records of stock and consumables used during procedures to support correct and timely patient billing.

• Prepare and provide clinical summaries in both digital and printed formats for clinical teams, including X ray theatre schedules, list orders, and worklists.

• Upload NJR (National Joint Registry) forms promptly and accurately to the appropriate system, ensuring full compliance with mandatory reporting requirements.

Essential

• Educated to GCSE level, including Maths and English

• Competent in Information Technology

• Ability to communicate effectively in English with a wide range of people

• Able to remain calm under pressure and manage unanticipated demands

• Able to deliver high quality customer service

• Able to handle sensitive information without compromising confidentiality

• Good telephone manner

Desirable

• Previous customer service or front of house experience

• Previous Ward Administrator or healthcare administration experience