AMU Ward Clerk

Job description

Job responsibilities

Key Responsibilities:

Trust Organisational Expectations

• Proactively and positively contribute to the successful overall performance of the Trust.
• Deliver excellent levels of customer service to all patients/visitors and staff at the Trust.
• Develop effective ways of working and create strong partnerships and relationships with all stakeholders to support the implementation of the Governments policies on Health.
• Develop an organisational culture that fosters collaborative working among all staff groups, to ensure a focused commitment to delivering quality services and outcomes.
• Comply with corporate governance structure in keeping with the principles and standards set out by the Trust.
• Support the Trust culture of collaborative, flexible cross-team working and commitment to delivering quality services and outcomes, which support the Governments policies on public health.
• In compliance with the Trust's practices and procedures associated with the control of infection, you are required to:

1. Adhere to Trust Infection Control Policies always assuring compliance with all defined infection control standards.
2. Conduct hand hygiene in accordance with Trust policy, challenging those around you that do not.
3. Challenge poor practice that could lead to the transmission of infection.

• Proactively, meaningfully and consistently demonstrate the Trust Values in your everyday practice, decision making and interactions with patients and colleagues.

Shared Core Functions

• Provide a high-quality service and oversee comprehensive administrative and/or secretarial support for a function, programme or project with the focus being on delivering excellent customer service as a front line of the team.
• Deliver discrete administrative work to the specification of the Department/Section, on time and within budget.
• Liaison with other senior personnel and their support personnel for close co-ordination of diverse aspect of work.
• Support team members to deliver on their functionally relevant objectives through offering advice, guidance and support as appropriate.
• Work with those you support to develop a collaborative working partnership, which positively contributes to their overall efficiency & role performance.
• Proactively identify additional support services which would increase the efficiency of those you support and instigate these activities in agreement with your executive / team.
• Maintain and improve your knowledge & understanding of the health service arena, including health systems, policy support and current issues.
• Engage with external clients/partners/stakeholders (e.g., Patients, Health practitioners, individuals and representatives bodies) to gain their necessary level of contribution & commitment to the successful delivery of your work.
• Increase the level of guidance knowledge & skills within the Trust through documenting key learning and supporting others to develop their abilities.
• Dissemination of knowledge through engagement in writing and/or typing reports, data capture and other administrative documentation and reviewing, taking full responsibility for technical accuracy and reliability and being sensitive to the wider implications of that dissemination.

Specific Core Functions

• Greet and respond to all patients and visitor enquiries (both face to face and via the telephone) in a courteous and helpful manner, always ensuring messages are delivered to other staff as required.
• Ensure delivery of all administrative functions of the role, including but not limited to the tracking and transferring of patients into and out of the department, tracking and filing of patient notes, resolving problems relating to patient records and accurate, real-time maintenance of Trust information systems.
• Utilise all appropriate information systems (PAS, ICE, Bedview, Oceano and Minestrone)
• Prepare for all admissions and discharges from the ward, ensuring good communication and preparation of necessary documentation.
• Arrange patient transportation as required.
• Ensure that notes relating to the episode of care are filed in the case notes and sent to the clinical coding department in a timely manner, before the coding cut off. Escalate any issues in meeting this deadline to the Administration Supervisor.
• Support Clinical staff with administrative duties as and when required, including management of confidential waste. Collect and distribute mail, emails and photocopies of patient information.
• Liaise with other departments, both internal and external to the Trust, including the patients GP as necessary.
• Access patient records from the electronic database as required.
• Stock ward areas with adequate administrative supplies as and when required. Report faults and defects through the appropriate channels for repair.
• Take responsibility for recording patient details preparing statistics on data required for analysis such as daily patient movement, discharges and investigating discrepancies between beds and number of patients.
• Ensure the non-clinical environment within the Emergency corridor is well organized, clean, and tidy.
• Act as a cohesive member of the department team, attending multidisciplinary meetings as appropriate and maintaining own personal development and mandatory training. Provide cross cover for other ward areas as directed by the Administration Manager.
• Provide induction training support to all new members of staff as and when required by your line manager.
• Assist in identifying and facilitating possible areas of process improvement.
• Maintain hygiene standards and wear appropriate Personal Protective Equipment (PPE) as required.

Person Specification

Skills and Knowledge

Essential

• Ability to use a personal computer with knowledge of word processing, and Windows applications.
• Working knowledge of clerical procedures.
• Ability to achieve high levels of accuracy ensuring deadlines are met.
• Ability to liaise with staff at all levels.
• Ability to prioritise and plan workload.
• Ability to understand and work with administrative and medical processes and practises.
• Knowledge of dealing with highly sensitive / patient confidential information.

Qualifications

Essential

• Excellent standards of customer service.
• Educated to GCSE standard or equivalent.
• Previous administrative experience.

Desirable

• Experience of working in an NHS Trust/health care environment.
• Previous clerical/reception experience in a similar role.
• Knowledge of NHS patient IT systems i.e. PAS (training will be provided)

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

Portsmouth Hospitals University NHS Trust

Address

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Employer's website

https://www.porthosp.nhs.uk/work-for-us/ (Opens in a new tab)