Job summary
To provide a clerical service to the Ward and assist the Midwifery staff in the reception of pregnant women, mothers, babies 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 patient.
Provide and deliver a high standard of a full clerical service to the ward using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical 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.
Main duties of the job
Deal with enquiries, including telephone enquiries in conjunction with and under the direction Clinical / nursing staff.
Maintain Hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
Be able to review community referrals and action them, by recording on IPM and making sure all relevant procedures or treatments are coded
Ensure paperwork that needs to be retained is done so (electronically and or physically) and is disposed of confidentially after the retention period is over
Ensuring that the bed state is kept up to date on iPM and Salus
Commence paperwork as appropriate on patient's admission ie new front sheets and labels
File reports, ensuring they have firstly been seen and initialled/actioned if necessary, by Medical/Nursing 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
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 manager for this post who will put you in touch with the recruitment team. 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 Clinical / nursing staff.
Maintain Hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
Be able to review community referrals and action them, by recording on IPM and making sure all relevant procedures or treatments are coded
Ensure paperwork that needs to be retained is done so (electronically and or physically) and is disposed of confidentially after the retention period is over
Ensuring that the bed state is kept up to date on iPM and Salus
Commence paperwork as appropriate on patients admission ie new front sheets and labels
File reports, ensuring they have firstly been seen and initialled/actioned if necessary, by Medical/Nursing 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
Liaising with other departments and secretaries regarding referrals, appointments, and investigations to be arranged and booking transport as required and updating iPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
For further details please see enclosed JD and PS
Job description
Job responsibilities
Deal with enquiries, including telephone enquiries in conjunction with and under the direction Clinical / nursing staff.
Maintain Hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
Be able to review community referrals and action them, by recording on IPM and making sure all relevant procedures or treatments are coded
Ensure paperwork that needs to be retained is done so (electronically and or physically) and is disposed of confidentially after the retention period is over
Ensuring that the bed state is kept up to date on iPM and Salus
Commence paperwork as appropriate on patients admission ie new front sheets and labels
File reports, ensuring they have firstly been seen and initialled/actioned if necessary, by Medical/Nursing 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
Liaising with other departments and secretaries regarding referrals, appointments, and investigations to be arranged and booking transport as required and updating iPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
For further details please see enclosed JD and PS
Person Specification
Qualifications
Essential
- Educated to GCSE Maths & English level 4-9 (A-C) or equivalent standard or equivalent demonstrable experience
Knowledge & Experience
Essential
- Previous demonstrable clerical experience
- Demonstrable experience in working with the general public
- Demonstrable experience in the use of Microsoft office
- Proven knowledge of Data Protection and GDPR
Desirable
- Demonstrable experience of working within the hospital environment
- Understanding Trust values
- Demonstrable Patient Management System experience
Aptitude & Abilities
Essential
- Excellent telephone manner and ability to deal with queries politely and efficiently
- Be well organised and able to work well in a busy environment
- Must have good time management skills
- Be able to prioritise workload
- Good communication and organisational skills
Desirable
- Must display an all-round interest in clerical duties
- Ability to work un-supervised
Person Specification
Qualifications
Essential
- Educated to GCSE Maths & English level 4-9 (A-C) or equivalent standard or equivalent demonstrable experience
Knowledge & Experience
Essential
- Previous demonstrable clerical experience
- Demonstrable experience in working with the general public
- Demonstrable experience in the use of Microsoft office
- Proven knowledge of Data Protection and GDPR
Desirable
- Demonstrable experience of working within the hospital environment
- Understanding Trust values
- Demonstrable Patient Management System experience
Aptitude & Abilities
Essential
- Excellent telephone manner and ability to deal with queries politely and efficiently
- Be well organised and able to work well in a busy environment
- Must have good time management skills
- Be able to prioritise workload
- Good communication and organisational skills
Desirable
- Must display an all-round interest in clerical duties
- Ability to work un-supervised
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).
