Job summary
A vacancy has arisen for a full time Ward Clerk to work across the Acute Assessment and Frailty Unit. The successful candidate will be part of a flexible rota , the rota will consist of 12 hour shifts which include a rotation of weekends and bank holidays.
Bank Holidays & Weekends are paid at an enhanced rate.
The Ward Clerk team provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the Units. They ensure the completion of all administrative and clerical tasks for the Units on a daily basis, and provide a flexible option of ward admin cover across all medical wards.
***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
The successful candidate will be educated to GCSE standard or equivalent alternatively, previous demonstrable experience working on a reception or within a clerical role. 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, varied, and 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 and be able to demonstrate good written and verbal communication skills.
Training is provided for the various information technology systems used within the Cluster Group.
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
- 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 staff.
- Maintain hospital notes in accordance with the University Hospital Plymouth policies.
- Entering admissions and discharges on SALUS and/or iPM, System 12 and CRIS, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
- Tracing of notes in and out of the ward using the computerised tracing system.
- Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
- Notify GP in the event of a patient death.
- Ensure all faults are reported to Estates for repair in a timely fashion.
- Make up admission packs, etc. as appropriate.
- Distribution of post and re-directing of mail.
- Work closely with medical staff and with other members of the disciplinary team.
- To request transport as required.
- 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.
- Will be required to use a variety of systems such as CRIS, System 1, iPM and SALUS
For further details please see attached JD&PS.
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 staff.
- Maintain hospital notes in accordance with the University Hospital Plymouth policies.
- Entering admissions and discharges on SALUS and/or iPM, System 12 and CRIS, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
- Tracing of notes in and out of the ward using the computerised tracing system.
- Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
- Notify GP in the event of a patient death.
- Ensure all faults are reported to Estates for repair in a timely fashion.
- Make up admission packs, etc. as appropriate.
- Distribution of post and re-directing of mail.
- Work closely with medical staff and with other members of the disciplinary team.
- To request transport as required.
- 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.
- Will be required to use a variety of systems such as CRIS, System 1, iPM and SALUS
For further details please see attached JD&PS.
Person Specification
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
KNOWLEDGE & EXPERIENCE
Essential
- Previous reception/clerical demonstrable experience
- Proven relevant ICT skills
- Demonstrable experience of dealing face-to-face with the general public and difficult customers/patients
Desirable
- Previous clerical/admin demonstrable experience within a Primary Care Trust
- Proven knowledge of hospital systems
APTITUDE & 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
- GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience
KNOWLEDGE & EXPERIENCE
Essential
- Previous reception/clerical demonstrable experience
- Proven relevant ICT skills
- Demonstrable experience of dealing face-to-face with the general public and difficult customers/patients
Desirable
- Previous clerical/admin demonstrable experience within a Primary Care Trust
- Proven knowledge of hospital systems
APTITUDE & 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).
