Job summary
To provide a clerical service to the Ward, and assist the nursing staff in the reception of patients and visitors to the ward.To work in collaboration with staff in other areas of the directorate and Trust to facilitate a streamline service for the patients.
To support with the input of collected data for the data analysis team.
***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.*** ****IF INTERNAL Available as a fixed term contract or secondment opportunity. (With current line manager's agreement).****
Main duties of the job
- The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures
- To take a flexible approach to your work
- To ensure patient confidentiality at all times
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
Deal with enquiries, including telephone enquiries in conjunction with and under the direction ofnursing staff.Receiving results by telephone from laboratories.Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.Entering admissions and discharges on iPM, including ward transfers, clinical transfers andspeciality transfers and updating patient information where necessary.Ensuring that the bed state is kept up to date on iPM.Commence paperwork as appropriate on patients admission i.e. new front sheets and labelsFile reports, ensuring they have firstly been seen and initialled by Medical staff.Ensure availability of case notes (including investigation reports) for all admissions. Obtainingnotes -from other departments using computerised tracing system.Tracing of notes in and out of ward using the computerised tracing system.Ensure notes are in order when patients are transferred.Liaising with other departments and secretaries regarding referrals, appointments, investigationsto be arranged as required and updating iPM as per Trust Policy. (NB referrals andinvestigations should be delivered or phoned through and not put in post).GP to be notified of patient death.Keep an up to date list of all investigations requested on the ward and advise junior medical staffaccordingly.Entering and processing admissions into the ward diary for waiting list admissions and generalbooked admissions.Keep ward desk area tidy and free of clutter.Keep the ward office tidy and stationery replenished, distribute and redirect mail.Order supplies from EROS as requested by the nursing staff: follow-up outstanding requests forrepairs.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.Add patient to the follow-up and book follow-up outpatient appointments.Other duties, which may be allocated by the Ward Manager including data input for data analysis team.
Job description
Job responsibilities
Deal with enquiries, including telephone enquiries in conjunction with and under the direction ofnursing staff.Receiving results by telephone from laboratories.Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.Entering admissions and discharges on iPM, including ward transfers, clinical transfers andspeciality transfers and updating patient information where necessary.Ensuring that the bed state is kept up to date on iPM.Commence paperwork as appropriate on patients admission i.e. new front sheets and labelsFile reports, ensuring they have firstly been seen and initialled by Medical staff.Ensure availability of case notes (including investigation reports) for all admissions. Obtainingnotes -from other departments using computerised tracing system.Tracing of notes in and out of ward using the computerised tracing system.Ensure notes are in order when patients are transferred.Liaising with other departments and secretaries regarding referrals, appointments, investigationsto be arranged as required and updating iPM as per Trust Policy. (NB referrals andinvestigations should be delivered or phoned through and not put in post).GP to be notified of patient death.Keep an up to date list of all investigations requested on the ward and advise junior medical staffaccordingly.Entering and processing admissions into the ward diary for waiting list admissions and generalbooked admissions.Keep ward desk area tidy and free of clutter.Keep the ward office tidy and stationery replenished, distribute and redirect mail.Order supplies from EROS as requested by the nursing staff: follow-up outstanding requests forrepairs.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.Add patient to the follow-up and book follow-up outpatient appointments.Other duties, which may be allocated by the Ward Manager including data input for data analysis team.
Person Specification
Knowledge and Experience
Essential
- Demonstrable Clerical experience.
- Working in an orderly methodical fashion
Desirable
- Demonstrable experience within the hospital environment
Qualifications
Essential
- Education to GCSE level A-C/ 4-9 in English and Maths or equivalent level of qualification or equivalent demonstrable experience.
- NVQ Level 3 in Business and Administration or equivalent demonstrable experience at similar level
Desirable
- Must have an all-round interest in clerical duties.
- Working in an orderly methodical fashion
Aptitude and Abilities
Essential
- Good communication skills.
- Polite manner
Desirable
- Ability to work well within a busy working environment
- Good organisational skills.
Person Specification
Knowledge and Experience
Essential
- Demonstrable Clerical experience.
- Working in an orderly methodical fashion
Desirable
- Demonstrable experience within the hospital environment
Qualifications
Essential
- Education to GCSE level A-C/ 4-9 in English and Maths or equivalent level of qualification or equivalent demonstrable experience.
- NVQ Level 3 in Business and Administration or equivalent demonstrable experience at similar level
Desirable
- Must have an all-round interest in clerical duties.
- Working in an orderly methodical fashion
Aptitude and Abilities
Essential
- Good communication skills.
- Polite manner
Desirable
- Ability to work well within a busy working environment
- Good organisational skills.
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).
