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An exciting opportunity has arisen for a motivated, enthusiastic and hardworking individual to join the Oncology Department at University College London Hospitals NHS Foundation Trust as a Ward Administrator!

The individual will support the provision of a high-quality ward administrative service, acting as a point of contact for patients, relatives, GPs and other departmental staff.

They will work closely with the wider inpatient admin team in addition to medical and nursing colleagues on a daily basis to provide a comprehensive, confidential and professional administration support and help ensure the delivery of high-quality care for patients.

• To undertake administrative and reception duties on any allocated patient facing reception.
• To ensure that departmental procedures are followed at all times and patient admissions, transfers and discharges are recorded on EPIC quickly and accurately.
• To check and update patient details on the EPIC system and to correctly record patients’ personal details ensuring confidentiality is upheld in accordance with the data protection act and access to health records act.
• Register new patients with accurate information i.e. correct demographics including GP details via smart card and to comply with the Overseas Visitors Policy when admitting overseas patients.
• To ensure all patient notes are tracked correctly and returned to the appropriate department and all paper notes are labelled, filled in the medical records wallet and delivered to medical records for scanning.
• To ensure that all patients are given a copy of their discharge summary on discharge.
• To ensure case notes are tidy and manageable, in chronological order, and that all test results received are filed.
• To carry out administration/reception duties i.e. photocopying and faxing filing, answering telecom/ telephone etc.
• To collect data for the purpose of measuring quality standards/feedback.
• To be a source of information for visitors and patients on their visit to the department and to UCLH.

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

• University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
• National Hospital for Neurology and Neurosurgery
• Royal National ENT and Eastman Dental Hospitals
• University College Hospital Grafton Way Building
• Royal London Hospital for Integrated Medicine
• University College Hospital Macmillan Cancer Centre
• The Hospital for Tropical Diseases
• University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

At UCLH, we have a real ‘One Team’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

Cancer is a strategic priority for UCLH, working as part of London Cancer Integrated Cancer System. Each year UCL Hospitals diagnose and treat about 3,000 new cancer patients and refer another 1,700 new patients for radiotherapy. The hospitals provide treatment for patients from all over Southeast England and work with other hospitals across London Cancer, including Great Ormond Street children's hospital. Cancer services is a major feature of the UCH building, with haematology and oncology inpatient services occupying most of the top three floors, and radiotherapy services located in the basement. The UCH Macmillan Cancer Centre opened in April 2012 and all cancer services outpatient and day care activity has moved into this state-of-the-art new building. The new building is one element of the strategic partnership between UCLH and leading cancer charity Macmillan and is a catalyst for the division to redefine the way that we treat, care for and support cancer patients. The post-holder will be expected to engage with various members of clinical staff within the organisation and with external agencies. Clinical staff will range from GP's, Junior Doctors, Consultants, Professors, Nursing and Clinical Leads/Directors.

The ward administrator is responsible for the following functions:

• To be responsible for clerical support to an allocated ward in liaison with the clinical, administration and nursing staff to ensure smooth running of the patient administrative and medical records service.
• To work without direct supervision and take responsibility for ensuring tasks are carried out and completed in a timely manner.
• Assist with all clerical duties necessary to provide an effective and caring service to all users within the department.
• Correctly record all patient personal details on the EPIC System, ensuring that strict data accuracy and confidentiality is upheld in accordance with the Data Protection Act and the Access to Health Records Act. This includes booking follow up appointments on the EPIC in accordance with local quality standards and outpatient procedures.
• To improve communication between staff, patients and relatives and work with everyone who comes into the department by offering support and guidance in line with the Trust’s desire to improve the patient experience.
• To be responsible for, as the main liaison point for any queries on the reception of the ward.
• Maintain accurate records on EPIC and ensure it is updated within 1 hour of admission, transfer or discharge of patients from Monday to Friday.
• To ensure that the telephone is answered within 3 rings on any reception.
• To be courteous, friendly and polite to all patients, relatives or visitors to the ward.
• To be courteous, friendly and polite to all members of the multi-disciplinary team, including nursing, medical and clerical staff.
• Ensure all queries and complaints are dealt with in a pleasant and responsible manner taking the initiative to resolve them or redirecting to a senior member of staff should the need arise.
• To cross cover on any other ward or department as required due to staff absence.