Ward Administrator
Job summary
We are looking for a highly organised person with excellent customer service skills to join our small and friendly hospital teams at our Ashford and Canterbury sites. The Ward Administrator plays a key role in the running of the hospital, ensuring that records are updated accurately and in a timely manner, providing administrative and clerical support to the clinical management, dealing with patient queries and liaising with colleagues in both clinical and non-clinical departments across the business to ensure the smooth running of services. This role requires a high level or organisational skill, attention to detail, excellent communication and customer service skills and appreciation of the importance of patient confidentiality. A number of IT systems will be used, for which full training will be given.
Interview Date: Week commencing 31st August 2026
Main duties of the job
To provide clerical and administrative support to the hospital management and clinical staff at the Ashford and Canterbury sites.
Ensure that patient treatment, day case and inpatient stay information is recorded on the systems accurately, completely and in a timely manner.
About us
Spencer Private Hospitals recognise and value all of their staff and are committed to developing a well-trained and flexible workforce.
Staff wellbeing is a priority for the organisation with some perks of employment being -
- Free on-site staff car parking
- Staff discount for treatments
- Enrolment into a staff pension scheme
- Investment in staff training
- Annual salary increment
- Additional benefits available in line with our NHS colleagues
- Local retail discounts
We are also fortunate enough to be based in East Kent, arguably one of the most beautiful parts of the UK, often boasting the best weather due to our close proximity to Western Europe and is aptly know by the missive `the Garden of England. We are a short hop across the channel to France with the added bonus of fast rail connections to Europe, London and surrounding areas. The availability of high-quality schools which support grammar school education as well as academy and private schools are all available within the locality.
Our CQC report has a rating of Good and we are now on an improvement trajectory to Outstanding.
Spencer Private Hospitals is an equal opportunity employer. This position is subject to a Disclosure and Barring check.
Job description
Job responsibilities
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:
Person Specification
Personal Attributes
- Team Player
- Ability to act on own initiative
- Self-motivated
- Flexible approach
Other
- Ability to travel between sites
- Permission to work in the UK
- Previous experience of working in a team
- Access to personal transport
Experience
- Experience of organising a busy workload
- Knowledge / experience in a healthcare / medical environment
- Experience working in an administration environment
- Understanding of Information Governance and importance of patient confidentiality
- Previous experience in a ward administrator/clerk or matrons assistant role
- Experience of using health industry software e.g., Compucare / Patient Centre / Allscripts / Sunrise
Skills
- Excellent organisation skills
- Exceptional customer service skills
- Excellent communication skills
- Ability to work to deadlines
- Attention to detail
- Polite, professional and confident telephone manner
- Excellent interpersonal skills with understanding of need for tact and empathy
- Able to work under pressure
- Knowledge of Microsoft Packages including Outlook, Excel and Word
- Understanding of audits
- Ability to complete stock takes
- Ability to complete rotas
Qualifications
- Good level of literacy and numeracy
- Maths and English (GCSE or equivalent) grade C or above
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Spencer Private Hospitals Ltd
Address
Spencer Private Hospitals Ltd
Arundel Unit, William Harvey Hospital, Kennington Road.
Ashford
Kent
TN24 0LZ
United Kingdom
Employer's website
https://www.spencerprivatehospitals.com/