Theatres and Anaesthetics Data / Administration Clerk

Job description

Job responsibilities

Key Result Areas:

The post will book and manage patient waiting list administration for various clinics. The role has a high volume of theatre administration on ORMIS requiring the post holder being able to add/amend theatre lists, produce reports for surgeons/medical teams and management independently.

The post holder will work as part of a team. They will play a key role in ensuring data quality and accurate contemporaneous records are maintained at all times. The role is in a fast paced environment with the ability for front facing problem solving skills required.

The post holder will be responsible for collecting clinical information for reporting purposes, producing work to a high standard with attention to detail and accuracy.

Duties will involve communicating with clinical teams to ensure that data and administration requirements are supported in-line with agreed priorities and carried out to a high standard.

Professional

Follow department / Trust policies and procedures and guidelines.

Maintain a professional appearance and adhere to policy in relation to dress code and bare below elbows.

Uphold the Trusts values and behaviours (available on the Trust web site) and behave in a manner fitting with the post holders responsible position.

Maintain professional and courteous working relationships with staff and respect the equality and diversity of each and every person he/she come into contact with in the course of his/her business

Key Responsibilities

Undertake quality assurance of own work and to ensure that tasks are completed to agreed timescales.

Undertake the collection of information from clinical areas as directed by the assistant service manager/service manager.

Use good communication skills to support collection of data from various sources within the Trust.

Responsible for collecting and collating theatre session information on a daily basis and maintain accurate records of all theatre lists at the Trust on ORMIS.

Responsible for utilising computer information systems or liaising with others. Able to support the implementation of new systems and roll out training to the team if required.

To collect and validate information from a variety of sources (computer information systems etc. for example ORMIS, Lorenzo and Badger) and submit required data to the dedicated source with speed and accuracy.

To keep an accurate records of theatre lists and patient bookings for both in patient and out patients with any patient data outstanding to be recorded; liaising with others to obtain the outstanding information and resolve or escalate.

To provide administration support Theatres and Anaesthetics associated with clinics, workforce and rota services.

Complying with data protection policy

Liaising with other hospitals by telephone, mail or email to obtain the necessary information.

To monitor and improve data quality, reporting significant issues or data gaps to the appropriate line manager

To escalate complex problems that may affect the quality of the data and subsequent reports to line manager

Ensure required key performance data is available to the assistant service manager/service manager in report form, in a timely manner and using agreed templates where appropriate

Be responsible for identifying own role-related objectives and training needs as part of the staff appraisal programme

Resources and Finance

The post holder will ensure the proper use of the Trusts resources such as stationery, telephone usage, photocopying and other consumables in the course of business, ensuring minimal waste and minimal cost.

Organisational Responsibilities

Maintain the confidentiality of the Trust in respect of patient and staff information obtained at all times, and use such information only as authorised for specific purposes. Report any concerns about the use of such information to the senior manager.

Personal Responsibilities

The post-holder is responsible for taking reasonable care with regard to himself/herself as well as for any colleagues, patients or visitors who might be affected by any act or failure to act by the post-holder in accordance with the Trusts policies on Health and Safety at Work.

Report any accident, untoward incident or loss relating to staff, patients or visitors according to Trust policies.

Comply with Trust Policies and Procedures.

Health and Safety

Work in accordance with Health and Safety regulations at all time.

Report any incidents of breaches of Health and Safety and report any dangerous acts or omissions that are seen in the course of duty that compromise the Health and Safety of staff or patients using the Trust Health and Safety policy.

Comply with audit recommendations and risk assessment recommendations to make the workplace and work practice safer.

Assist when required to do so, in any risk assessment activity undertaken.

Person Specification

Qualifications

Essential

• Sound educational background (4 GCSE's grade C or above or equivalent)
• ECDL or NVQ3 in administration or equivalent experience

Experience

Essential

• Proven experience of utilising computer information systems
• Proven experience of working in an organised and logical manner
• Evidence of self-development or training in administration and / or office practices
• Experience in collection of data and data entry
• Ability to work independently managing appropriate waiting lists

Desirable

• Experience within the NHS
• Experience of collecting data

Skills

Essential

• Good interpersonal skills
• Good organisational skills
• Attention to detail and high level of accuracy
• Competent in the use of Outlook, Excel, MS Teams
• Ability to identify data gaps and problems and develop solutions
• Understanding and knowledge of Caldicott / Data Protection Act

Desirable

• Awareness of Health and Safety issues
• Awareness of Moving and Handling issues

Personal Qualities

Essential

• Good time management skills
• Diplomatic in sensitive situations involving staff
• Punctual
• Professional in appearance and conduct
• Adaptable to a changing environment

Other Job Requirements

Essential

• Flexible approach to meet the needs of the service

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.

Certificate of Sponsorship

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).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)