Job summary
We are seeking an enthusiastic Band 2 Ward Clerk to work within our cardiac surgery team. who are situated on Clearbrook ward.
The duties of the post holder will involve providing administrative support relating to the patients and the ward, providing a reception service both with face to face and telephone enquiries.
Please contact Ward Manager Nia Thielmann via 01752 439143 if you would like further details.
***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.***
Main duties of the job
- Admitting and discharging patients guaranteeing that electronic and paper based records are accurate and up to date.
- Complete and process all relevant and necessary documentation to provide an efficient and responsive clerical service.
- Provide a receptionist service for the ward, liaising with patients, visitors and Nursing staff appropriately.
- Manage telephone and face to face enquiries to the ward, ensuring that they are dealt with by the appropriate person and in a timely fashion.
- Liaising with other Trust Departments and external agencies as required.
- Ensure all property forms are filed/store on a monthly basis.
- Ensure all faults and defects are reported to Estates Department for repair in a timely fashion.
- Maintain stationery supplies in the ward.
- Photocopying and faxing when required.
- Distribution of post and re-direction of mail.
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. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. 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
- To ensure that administrative procedures are completed on all patients admitted and discharged from the ward guaranteeing that electronic and paper based records are accurate and up to date.
- Accurately complete and process all relevant and necessary documentation to provide an efficient and responsive clerical service.
- Provide a receptionist service for the ward, liaising with patients, visitors and the multi disciplinary team appropriately.
- Present a positive attitude to all service users and colleagues providing a rapid response to requests.
- Manage telephone and face to face enquiries to the ward and where appropriate sign post to the relevant person.
- Liaising with other Trust Departments and external agencies as required to ensure the department runs smoothly and efficiently.
- Maintain hospital notes in accordance with the University Hospitals Plymouth Trust policies.
- File reports and hard copies of documents accurately and timely.
- Ensure availability of case notes for all admissions. Obtaining notes from other departments using computerised tracing system.
- Ensure notes are filed correctly when patients are discharge/transferred.
- Ensuring that the bed state is kept up to date on IPM/SALUS in real time.
- Ensure up to date labels are available in patients notes.
- Ensure all property forms are filed/store on a monthly basis.
- Ensure the reception desk/area meets data protection requirements and is kept clean and tidy
- Ensure all faults and defects are reported to Estates Department for repair in a timely fashion.
- Maintain stationery supplies in the ward clinical areas and undertake monthly stationery check to allow for ordering,
- Photocopying and faxing when required.
- Distribution of post and re-direction of mail.
- Work closely with all members of the Cardiothoracic multi disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- Attend multi disciplinary team meetings and ensure plans and delays documentation is kept up to date via Salus.
- Other duties, which may be allocated by the Ward Manager/Service Line Manager/Data Manager/Clinical Lead
Job description
Job responsibilities
- To ensure that administrative procedures are completed on all patients admitted and discharged from the ward guaranteeing that electronic and paper based records are accurate and up to date.
- Accurately complete and process all relevant and necessary documentation to provide an efficient and responsive clerical service.
- Provide a receptionist service for the ward, liaising with patients, visitors and the multi disciplinary team appropriately.
- Present a positive attitude to all service users and colleagues providing a rapid response to requests.
- Manage telephone and face to face enquiries to the ward and where appropriate sign post to the relevant person.
- Liaising with other Trust Departments and external agencies as required to ensure the department runs smoothly and efficiently.
- Maintain hospital notes in accordance with the University Hospitals Plymouth Trust policies.
- File reports and hard copies of documents accurately and timely.
- Ensure availability of case notes for all admissions. Obtaining notes from other departments using computerised tracing system.
- Ensure notes are filed correctly when patients are discharge/transferred.
- Ensuring that the bed state is kept up to date on IPM/SALUS in real time.
- Ensure up to date labels are available in patients notes.
- Ensure all property forms are filed/store on a monthly basis.
- Ensure the reception desk/area meets data protection requirements and is kept clean and tidy
- Ensure all faults and defects are reported to Estates Department for repair in a timely fashion.
- Maintain stationery supplies in the ward clinical areas and undertake monthly stationery check to allow for ordering,
- Photocopying and faxing when required.
- Distribution of post and re-direction of mail.
- Work closely with all members of the Cardiothoracic multi disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- Attend multi disciplinary team meetings and ensure plans and delays documentation is kept up to date via Salus.
- Other duties, which may be allocated by the Ward Manager/Service Line Manager/Data Manager/Clinical Lead
Person Specification
Knowledge & Experience
Essential
- Demonstrable Clerical experience
Desirable
- Proven knowledge of hospital systems
- IPM
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Good communication skills
- Must have an all-round interest in clerical duties
Person Specification
Knowledge & Experience
Essential
- Demonstrable Clerical experience
Desirable
- Proven knowledge of hospital systems
- IPM
Qualifications
Essential
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
Aptitude & Abilities
Essential
- Good communication skills
- Must have an all-round interest in clerical duties
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).
