Ward Administrator (Neonatal ICU) at Netcare

Role summary
The incumbent will be responsible for the co-ordination of all secretarial and administration work in the ward.
The Ward Administrator is also responsible for :

• Receiving all new patients, visitors, and doctors in the ward and to make them feel welcome.
• Assisting in maintaining stock levels in the ward and should work closely with the allocated stock controller.
• Assist the ward staff and the Unit Manager with assigned duties.

Key work output and accountabilities
Telephone Etiquette:

• Answers the telephone in a friendly and professional manner.
• Takes messages for staff, patients and doctors.
• Bed Bookings:
• Document bookings from the Bed Booking Clerks and allocate beds to new patients in the ward.
• Admit the patient into the ward.
• Ensure all new admissions are on the patients name board with the time and date of theatre.
• Update patient board when patient arrives.

Admissions:

• Welcome the patient.
• Accompany the patient to his/her room
• Ensure the patient receives a ward information form.
• Place patient stickers in the Ward Admission Register.
• Clinical work station must be accurate-check that the patient is in the correct room and bed.
• Correlate SAP, CareON and IMT( Correct patient in correct bed)
• Transfers:
• Ensure suitable arrangements are made with the ward that patient is being transferred to or from.
• Ensure the transfer form has been completed by the relevant nurse and filed in the patients file- (Non-CareON hospitals)
• Obtain a bed number and unit and hospital for any interfaculty transfer
• Inform and confirm the relevant nursing staff about the transfer arrangement. Ensure that
• Transfer process has been completed on CareON by the relevant nursing staff.
• Ensure the doctor and the patients families are informed of the transfer.
• Ensure ward transfer are done timeously on SAP.
• Discharges:
• Inform the patients’ family of discharge when requested.
• Ensure the patient is discharged timeously on SAP.
• Ensure that discharge process has been completed on CareON by the relevant nursing staff.
• Ensure discharge files are accurately completed and sent to billings.
• Assist Nursing Staff to make follow up appointments for the discharged patient.
• Ward Staff Administration:
• Assist with staff shift planning in the ward if required.
• Schedule nursing staff hours on Kronos system. Assist with editing of time cards on Kronos.
• Ensure that the nursing staff are informed of new memorandums distributed by the business.
• Update internal communication book and unit specific digital group.
• Transcribe off duties to staff allocation book.
• Take minutes of staff meetings.

Stock Control:

• Assist the Unit manager with stock related issues.
• Capture manual charge sheets when required.
• Assist with management of stock in the absence of a Stock Controller. Work closely with the allocated stock controller to ensure optimum stock levels.
• Ensure stock levels are at the required levels (stationery and ward stock).
• General Tasks:
• Maintain excellent customer care with all ward stakeholders.
• Capture required data onto SAP.
• Ensure patient name board is kept updated.
• Do daily hospitality rounds in unit.
• Do daily FAD rounds in unit and provide feedback to Unit Manager.
• Check that all TVs and bells are in working order and provide feedback to Unit Manger
• Ensure the delivery of flowers to patients.
• Complete job cards. Log job cards timeously and follow up on completion.
• Ensure that the nurse’s station & ward reception area is neat and tidy at all times. Ensure CareON charging station is clean and assist the UM/Shift leader with the control of the IPADS
• Ensure that patient statistics are captured.
• Update IMT daily - IMT-Merge patient information, Load devices, Stop devices, Check and load CRE and MRSA info
• Care ON-Update patient information.
• SharePoint-Update death register.

Skills profile
Education

• Essential: Grade 12 or equivalent NQF Level 4 Qualification.
• Preferred: Business Administration and / or Secretarial Qualification.

Work experience

• Essential: 2-3 years’ experience in administration position.

Knowledge

• Essential: Computer literate.
• Preferred: Knowledge of SAP IS-H is advantageous.

Non Managerial/ Specialist Skills

• Customer Focus and Service Delivery - The capacity to identify and respond to the needs of *internal and external customers.
• *Internal and external customers include patients, doctors, colleagues, suppliers, visitors, vendors and any other person that requires a relationship
• Continuous Improvement - The capacity to improve systems and processes to facilitate continuous improvement.
• Personal Work Ethic - Capacity to instil an ethic of quality and consistency in self and others.
• Building Relationships - Capacity to establish constructive and effective relationships.
• Communication - The capacity to clearly present information, either written or verbal.
• Teamwork - Capacity to cooperate with others to work towards a common goal.
• Technical Knowledge - The capacity to perform a technical function to required standards.

Values and behaviours
Netcare values 

• At Netcare, our core value is care. We care about the dignity of our patients and all members of the Netcare family. We care about the participation of our people and our partners in everything we do. We care about truth in all our actions. We are compassionate about quality care and professional excellence.
• Assist with linen control.

Personal and professional development:

• Assume responsibility for own personal and professional development.
• Keep up to date with Netcare’s evolving policies and procedures.
• Care - The basis of our business. The professional, ethical patient care and services we offer at every level of the organization.
• Truth - The crucial element in building relationships that work.
• Open communication with honesty and integrity is essential.
• Dignity - An acknowledgement of the uniqueness of individuals.
• A commitment to care with the qualities of respect and understanding.
• Compassion - We engage everyone with compassion and respond with acts of compassion in all interactions with our patients and their families.
• Participation - The willingness and desire to work in productive and creative partnerships with others and the commitment to communicate.