Job summary
A vacancy has arisen for a full time Ward Clerk to work within the Neurology and Stroke Service Line, Merrivale Ward.
The successful candidate will be educated to GCSE 9-4 in Maths & English, and hold an NVQ level 2 in Administration or equivalent demonstrable experience. Previous demonstrable experience working on a reception or within a clerical role is preferable. Candidates should have demonstrable experience of dealing face to face with the general public and difficult customers / patients, working within a pressurised environment and able to deal with telephone and email enquiries.
The post is interesting and varied, it requires an ability to work both independently and as a member of the wider team. Applicants should have a mature and responsible attitude with a good sense of humour. In addition to good written and verbal communication skills.
Working hours will be to cover evenings until 1900 on a rota basis and some weekends.
For any further information, please contact Natasha Webber, Support Manager on 01752 431929.
Main duties of the job
To provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the ward area. To ensure the completion of all administrative and clerical tasks for the medical ward on a daily basis, and to provide a flexible option of ward admin cover across all medical wards.
The Trust covers a patient population of 450,000 incorporating South and West Devon Health Authority, Cornwall and Isles of Scilly Health Authority, Plymouth Primary Care Trust, East Cornwall Primary Care Trust, East Cornwall Primary Care Group and South Hams & West Devon Primary Care Trust.
This post is designed to provide and deliver a high standard of a full administration service to the Medical Inpatient wards using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical proven knowledge.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
Check patient details on admission and update on iPM as necessary.
Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing
Receiving results by telephone from laboratories.
Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
Entering admissions and discharges on IPM/SALUS, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
Ensuring that the bed state is kept up to date on IPM and SALUS in real time.
Ensure up to date front sheets and labels are available in patients notes.
File reports, ensuring they have firstly been seen and initialled by Medical staff.
Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system.
Tracing of notes in and out of ward using the computerised tracing system.
Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required. Updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
Notify GP in the event of a patient death.
Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
Keep the ward office tidy and stationery replenished, distribute and redirect mail.
Ensure all faults are reported to Estates for repair in a timely fashion.
Make up admission packs, etc. as appropriate.
General use of the VDU for clerical and identification purposes.
Photocopying and faxing when required.
Distribution of post and re-directing of mail.
Liaising with Post Room staff for collection or urgent specimens.
Work closely with medical staff and with other members of the disciplinary team.
To integrate into the departmental team and be able to relate to patients and families.
To request transport as required.
To deal with bleep enquiries
To book new and follow-up appointments for patients as required.
To ensure notes are available for Clinical Coding following discharge.
Other duties, which may be allocated by the Ward Manager/Directorate Support Manager.
To be fully conversant with case note and x-ray management.
Job description
Job responsibilities
Check patient details on admission and update on iPM as necessary.
Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing
Receiving results by telephone from laboratories.
Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
Entering admissions and discharges on IPM/SALUS, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
Ensuring that the bed state is kept up to date on IPM and SALUS in real time.
Ensure up to date front sheets and labels are available in patients notes.
File reports, ensuring they have firstly been seen and initialled by Medical staff.
Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system.
Tracing of notes in and out of ward using the computerised tracing system.
Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required. Updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
Notify GP in the event of a patient death.
Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
Keep the ward office tidy and stationery replenished, distribute and redirect mail.
Ensure all faults are reported to Estates for repair in a timely fashion.
Make up admission packs, etc. as appropriate.
General use of the VDU for clerical and identification purposes.
Photocopying and faxing when required.
Distribution of post and re-directing of mail.
Liaising with Post Room staff for collection or urgent specimens.
Work closely with medical staff and with other members of the disciplinary team.
To integrate into the departmental team and be able to relate to patients and families.
To request transport as required.
To deal with bleep enquiries
To book new and follow-up appointments for patients as required.
To ensure notes are available for Clinical Coding following discharge.
Other duties, which may be allocated by the Ward Manager/Directorate Support Manager.
To be fully conversant with case note and x-ray management.
Person Specification
Qualifications
Essential
- Educated to GCSE's A-C (9-4) in Maths & English
- NVQ level 2 in administration or equivalent demonstrable experience
Knowledge and Experience
Essential
- Previous demonstrable experience within a similar role
- Proven relevant ICT skills
Desirable
- Previous demonstrable clerical/admin experience within a Primary Care Trust
- Proven knowledge of hospital systems
Aptitude and Abilities
Essential
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Able to utilise own initiative
Person Specification
Qualifications
Essential
- Educated to GCSE's A-C (9-4) in Maths & English
- NVQ level 2 in administration or equivalent demonstrable experience
Knowledge and Experience
Essential
- Previous demonstrable experience within a similar role
- Proven relevant ICT skills
Desirable
- Previous demonstrable clerical/admin experience within a Primary Care Trust
- Proven knowledge of hospital systems
Aptitude and Abilities
Essential
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
- Able to utilise own initiative
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).
