Ward Clerk

Job description

Job responsibilities

• Book all appointment/clinic lists for Day Assessment, via waiting lists following the APNs.
• You will be responsible for admitting all inpatients onto IPM.
• Deal with all department phone enquiries under the supervision of clinical staff.
• Cover reception duties including making sure all outcomes are completed for all clinics.
• Printing front sheets and labels for all new and follow up patients as required.

• Ensure availability of case notes 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
• File all notes following the APN before they leave the department.
• Making sure all ward diaries are kept up to date and ordered in time.
• Liaising with other departments and secretaries regarding referrals, appointments, investigations to be arranged and updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
• Print off clinic lists and prepare notes as required with outcome sheets as needed.
• Entering and processing admissions into the ward diary for waiting list admissions and general booked admissions.
• Keep ward desk area tidy and free of clutter.
• Keep the ward office tidy and stationery replenished, distribute and redirect mail.
• General use of the VDU for clerical and identification purposes.
• Photocopying when required.
• Distribution of post and re-directing of mail.
• Liasing 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 their families as well as work colleagues.
• Cover during annual leave and sickness as and when required and cover maternity reception as rostered.

• To undertake any additional training required to fulfil the role in line with service development.
• Other duties, which may be allocated by the Ward Manager or Service Line Manager

• Ensuring notes are available and prepped for clinics in good time
• Entering new and follow up waiting lists and appointments onto iPM
• Sending out outpatient appointment notification letters as needed.
• Ensure theatre lists for elective LSCS and ERPOC are generated in good time and maintain the LSCS waiting list by liaising with clinical staff daily. Make sure maternity reception have a daily copy of the section lists.
• Ensure blood bank have received a copy of the Anti D list the day before the clinic to ensure drug available in time.
• Ensure all data quality issues are dealt with swiftly under management supervision.
• You will need to be able to prioritise you workload on a daily basis and work professionally within a busy environment.

Person Specification

Essential

Essential

• Computer Literate - proven knowledge of Microsoft Word and Excel desirable
• Established administrative / clerical demonstrable experience

Desirable

• Patient management systems demonstrable experience
• Must display an all round interest in clerical duties

Desirable

Essential

• GCSE's 9-4 (A-C) in Maths & English or equivalent
• Excellent telephone manner
• Be able to prioritise workload
• Proactive, takes own initiative

Desirable

• Understanding the Trust's waiting list policies within the workplace

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).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Derriford Road

Plymouth

PL6 8DH

Employer's website

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