Job summary
This post is for 21 hours per week to be worked from 07:30 to 15:00 on a Monday, Thursday and Friday. Flexibility on working hours may be considered.
Ward G4 is a 32 bedded care of the elderly and general medicine ward at West Suffolk Hospital. Our team is in need of a highly motivated and positive individual to join us as a Ward Clerk.
The right candidate will have excellent interpersonal skills and be experienced in working with the public, as you will be communicating with; patients, relatives, carers and all levels of staff from different disciplines.This individual will be providing front of house services for the ward. NHS Knowledge and experience is desirable but not essential. Some training on our systems will be provided.
This role is essential for the efficient running of the ward from an administration and patient flow perspective; there will also be handling of confidential patient data. The ward clerk role is perfect for those with a desire to work in a hospital environment and to develop their skills and knowledge.
If you have the necessary skills, experience and qualities to help us to put patients first, please contact Rosie Cawston, Ward Manager on 01284 713179 for an informal discussion or to arrange a visit.
Main duties of the job
As the ward clerk the role and responsibilities are varied. The ward clerk will be expected to provide receptionist duties such as welcoming visitors and patients to the ward throughout the day.
Communication is a key element of role from face-to-face conversations to managing telephone calls and redirecting queries to the appropriate members of the team.
The ward clerk will be completing administrative duties such as utilising the ecare system, admitting, discharging and transferring patients in an efficient manner. The ward clerk will be expected to support the ward team with administrative tasks such as identifying shortfalls of stationary and ensuring adequate stock levels.
The ward clerk supports the ward manager with clerical tasks and for example, ensuring patients are completing the inpatient surveys for clinical audit purposes.
The ward clerk supports patients on discharge for instance by arranging hospital transport.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
KEY TASKS
- Communication & Team Working
The postholder should:
- Communicate with patients, relatives, carers and staff using a professional and sensitive manner to respond to a diverse range of enquiries
- Maintain effective communication with Ward staff, external departments within the Trust and key stakeholders outside the Trust e.g. GP practices, utilising telephone and e-mail as appropriate
- Answer the telephone in a polite and courteous manner, dealing with enquiries to a satisfactory conclusion or referring to a trained member of staff where appropriate
- Provide reception duties by welcoming patients and visitors to the ward/unit
- Assist patients and relatives with directions through the hospital and escort to other departments when necessary
- Collect and deliver items within the Trust as requested by clinical staff
- Ensure the site clinical assistants are given accurate information relating to the bed state of the Ward when requested
- Planning and Organising
The postholder should:
- Maintain accurate data entry including e-Care and tracking and collection of notes
- Request and log work repairs via Smartline to ensure all equipment/facilities are
maintained in safe working order
- Ensure medical notes are filed accurately and are available for staff reference
- Managing People and Resources
The postholder should:
- Maintain a clean and tidy working environment at all times
- Maintain adequate stock levels of all stationery for immediate use and identify any shortfall so orders can be placed
- Ensure accurate recording of Bank/Agency requests and bookings
- Training and Teaching
The postholder should:
- Attend mandatory training annually in accordance with Trust Policy
- Develop and maintain accurate, up to date guidelines of general duties for covering bank staff for their ward/units
- Instruct temporary staff in the general duties of the Ward Clerk as appropriate
- Policy and Service Development
The postholder should:
5.1 Participate in the collection of data for clinical audit as required by the Service Manager/Ward Manager.
- Administrative Duties
The postholder should:
- Maintain accurate bed state at all times and update bed board regularly
- Ensure all medical notes are maintained in good order with filing undertaken promptly when signed by a doctor
- Ensure all patients are on the E- Care System when admitted, discharged and transferred
- Assist nursing staff in the distribution and collation of patient menu cards if required
- Arrange hospital transport, as requested, in accordance with the Trust guidelines
- Arrange follow up appointments as requested and ensuring that the patient is aware when he/she should next attend if known
- Liaise with the General Office with regard to storage of patients property
- Provide general clerical support for the Ward and Ward Manager
- Ensure patients notes are coded as per Trust policy
- Maintain accurate records of Trust Fund donations
- Sort and distribute the post within the ward/unit
- Archive nursing notes at annual intervals
- Carry out photocopying duties as required
Job description
Job responsibilities
KEY TASKS
- Communication & Team Working
The postholder should:
- Communicate with patients, relatives, carers and staff using a professional and sensitive manner to respond to a diverse range of enquiries
- Maintain effective communication with Ward staff, external departments within the Trust and key stakeholders outside the Trust e.g. GP practices, utilising telephone and e-mail as appropriate
- Answer the telephone in a polite and courteous manner, dealing with enquiries to a satisfactory conclusion or referring to a trained member of staff where appropriate
- Provide reception duties by welcoming patients and visitors to the ward/unit
- Assist patients and relatives with directions through the hospital and escort to other departments when necessary
- Collect and deliver items within the Trust as requested by clinical staff
- Ensure the site clinical assistants are given accurate information relating to the bed state of the Ward when requested
- Planning and Organising
The postholder should:
- Maintain accurate data entry including e-Care and tracking and collection of notes
- Request and log work repairs via Smartline to ensure all equipment/facilities are
maintained in safe working order
- Ensure medical notes are filed accurately and are available for staff reference
- Managing People and Resources
The postholder should:
- Maintain a clean and tidy working environment at all times
- Maintain adequate stock levels of all stationery for immediate use and identify any shortfall so orders can be placed
- Ensure accurate recording of Bank/Agency requests and bookings
- Training and Teaching
The postholder should:
- Attend mandatory training annually in accordance with Trust Policy
- Develop and maintain accurate, up to date guidelines of general duties for covering bank staff for their ward/units
- Instruct temporary staff in the general duties of the Ward Clerk as appropriate
- Policy and Service Development
The postholder should:
5.1 Participate in the collection of data for clinical audit as required by the Service Manager/Ward Manager.
- Administrative Duties
The postholder should:
- Maintain accurate bed state at all times and update bed board regularly
- Ensure all medical notes are maintained in good order with filing undertaken promptly when signed by a doctor
- Ensure all patients are on the E- Care System when admitted, discharged and transferred
- Assist nursing staff in the distribution and collation of patient menu cards if required
- Arrange hospital transport, as requested, in accordance with the Trust guidelines
- Arrange follow up appointments as requested and ensuring that the patient is aware when he/she should next attend if known
- Liaise with the General Office with regard to storage of patients property
- Provide general clerical support for the Ward and Ward Manager
- Ensure patients notes are coded as per Trust policy
- Maintain accurate records of Trust Fund donations
- Sort and distribute the post within the ward/unit
- Archive nursing notes at annual intervals
- Carry out photocopying duties as required
Person Specification
Education and Qualifications
Essential
- GCSE English or Maths or equivalent at pass grade.
Desirable
Experience and Knowledge
Essential
- Awareness of Data Protection Act.
- Computer Literate.
Desirable
- Experience as a Ward Clerk within the NHS.
- Knowledge of NHS administrative procedures.
Skills and Abilities
Essential
- Good organisational skills.
- Able to establish effective working partnership with members of the multidisciplinary team.
- Good written and verbal communication skills.
- Excellent telephone manner.
Personal qualities
Essential
- Able to prioritise work.
- Able to work with a multi professional team.
- Able to cope with pressured and emotional circumstances.
- Able to deal with all types of queries in a polite and efficient manner.
Person Specification
Education and Qualifications
Essential
- GCSE English or Maths or equivalent at pass grade.
Desirable
Experience and Knowledge
Essential
- Awareness of Data Protection Act.
- Computer Literate.
Desirable
- Experience as a Ward Clerk within the NHS.
- Knowledge of NHS administrative procedures.
Skills and Abilities
Essential
- Good organisational skills.
- Able to establish effective working partnership with members of the multidisciplinary team.
- Good written and verbal communication skills.
- Excellent telephone manner.
Personal qualities
Essential
- Able to prioritise work.
- Able to work with a multi professional team.
- Able to cope with pressured and emotional circumstances.
- Able to deal with all types of queries in a polite and efficient manner.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
