Job summary
Job Purpose
To assist the Ward Sister/Charge Nurse with general ward administration/clerical duties to ensure the smooth running of the ward as required.
Key Result Areas & performance
1. Reception Area
First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations.
Patient confidentiality should be maintained at all times.
To register patient details on Cerner ensuring a high level of data accuracy.
To admit and discharge on Cerner and on EPRS
To deal with written and telephone enquiries for the wards as appropriate.
To book follow up appointments as required
To participate in administration duties such as the answer phone, cancellation emails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.
Provide cover for colleagues during annual leave, sickness and busy periods - this may mean going to different sites.
Main duties of the job
2. Ordering, Receiving and Despatching Goods
Order all stock for services within site as relevant.
Maintain skills in ordering on SBS system.
To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
3. General Administration/Clerical
To take messages ensuring complete confidentiality in accordance with Trust policy.
General filing duties as required.
Accurate data entry.
Ensure all notice boards are up to date and tidy in consultation with Ward Sister.
Provide cover for the above duties across all sites as required.
To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc.when required.
Maintain confidentiality at all times.
To book translators when requested by clinicians ensuring they are given a relevant code for the service.
To be aware of existing processes and offer suggestions for improving services.
Take minutes as required.
Any adhoc typing required, i.e. letters etc.
Track Medical records on iCare.
Ensure all Mandatory training is undertaken in a timely manner.
Any other equivalent duties consistent with the level and purpose of the post.
Job description
Job responsibilities
3. General Administration/Clerical
To take messages ensuring complete confidentiality in accordance with Trust policy.
General filing duties as required.
Accurate data entry.
Ensure all notice boards are up to date and tidy in consultation with Ward Sister.
Provide cover for the above duties across all sites as required.
To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc.when required.
Maintain confidentiality at all times.
To book translators when requested by clinicians ensuring they are given a relevant code for the service.
To be aware of existing processes and offer suggestions for improving services.
Take minutes as required.
Any adhoc typing required, i.e. letters etc.
Track Medical records on iCare.
Ensure all Mandatory training is undertaken in a timely manner.
Any other equivalent duties consistent with the level and purpose of the post.
Person Specification
Qualifications and Trainings
Essential
- Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- GCSE English Language or equivalent
- Numerate
Desirable
- NVQ Business Administration - Level II or equivalent
- RSA II
- Certificate in Office
- iCare Trained
Experience
Essential
- Previous experience of working in a busy environment
- Previous experience in an admin role
Desirable
- Previous experience of working in a busy environment in a healthcare setting
- Experience on the iCare System and Electronic Discharge Summaries System
- Previous experience of minute taking
Skills and Abilities
Essential
- Basic computer literacy (Word, Excel, PowerPoint)
- Good customer care skills
Desirable
- Ability to prioritise a busy workload
Knowledge
Essential
- Basic understanding of practical Data Protection issues
Desirable
- Knowledge of child and adult protection issues
Personal Qualities
Essential
- Able to work well within a team
- Able to work to tight deadlines and within available resources
Person Specification
Qualifications and Trainings
Essential
- Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- GCSE English Language or equivalent
- Numerate
Desirable
- NVQ Business Administration - Level II or equivalent
- RSA II
- Certificate in Office
- iCare Trained
Experience
Essential
- Previous experience of working in a busy environment
- Previous experience in an admin role
Desirable
- Previous experience of working in a busy environment in a healthcare setting
- Experience on the iCare System and Electronic Discharge Summaries System
- Previous experience of minute taking
Skills and Abilities
Essential
- Basic computer literacy (Word, Excel, PowerPoint)
- Good customer care skills
Desirable
- Ability to prioritise a busy workload
Knowledge
Essential
- Basic understanding of practical Data Protection issues
Desirable
- Knowledge of child and adult protection issues
Personal Qualities
Essential
- Able to work well within a team
- Able to work to tight deadlines and within available resources
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).
