Ward Clerk

Job responsibilities

Main duties, responsibilities, and results areas This job description has been developed to reflect the development of Roles & Responsibilities with the ward clerks and Receptionists within Rainbow Centre, Paediatric and Neonatal service. It is expected that all staff are committed to and participate in all training as appropriate to this post. With the full support of their respective line manager. This may lead to further opportunities and development of the post and the post holder. All staff will be expected to demonstrate the required skills and abilities in line with this post and to be flexible in their place of work.Main DutiesReception Duties1) Provide a high-quality reception service to all ward users ensuring an efficient, professional, and prompt reception and administration service is always delivered.2) Provide excellent customer care to ensure timely, relevant advice and assistance to all Paediatric and Neonatal and Rainbow Centre service users.3) Work together with the relevant clinical staff, Pathway Coordinators, Matron and Ward Managers to ensure that ward is running run as effectively and efficiently as possible.4) Manage all telephone calls according to departmental standards and respond appropriately to maintain effective communication channels.5) Deal with all enquiries from parents, careers, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.6) Keep the reception and waiting area tidy and to monitor environment, reporting any concerns to the appropriate body.Patient Administration7) Add patients to the waiting list and schedule and issue patients with follow-up appointments/diagnostic appointments where appropriate. Provide patients with appointment letters or discharge summaries and any necessary/relevant information.8) Ensure that discharge outcomes from the ward are entered into the Trust system in real time and, where necessary, check that the outcome from the ward matches the relevant discharge summary. All relevant appointment to be made following discharges.9) Ensure effective mechanisms for tracking patient records both inside and outside the ward and to co-ordinate tracking of records and respond to requests for patient records from other departments.10) Be aware of Trust access targets and ensure all appointments scheduled to meet/exceed these targets, informing management when patients are booked outside of these waiting time targets due to capacity issue.11) Work closely with the clinical team to identify mechanisms to improve service delivery and ensure that an optimum service is always provided.12) Be aware of patients with special needs and to ensure these needs are met/exceeded by notifying appropriate clinical staff i.e., where patients require transport or an interpreter.13) Manage incoming and outgoing correspondence including email, acknowledgement of letters, including the collection of post.Information Management14) Enter coding data onto the Trust system against the correct patient/episode of care.15) Ensure patient information is validated and updated on system on each attendance.16) Effectively and efficiently administer and maintain all relevant I.T. systems (Trust and local)17) Maintain office filing systems both manually and electronically.18) Receive and forward referrals to the appropriate departments or clinicians to ensure appointments are arranged within NHS and local waiting time standards.General Office Duties19) Monitor stationery stocks and notify relevant named individual to place orders and replenish when necessary.20) Ensure office equipment and computers are operational and in working condition.21) Assist team members with any additional administrative duties as and when required to ensure the smooth running of the department.Communication22) Manage and answer all telephone calls related to the service, ensuring that patients and visitors are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently, referring to the Management Team where appropriate.23) Handle confidential patient material in a sensitive and discrete fashion in compliance with Trust policy and procedure.24) Liaise with other departments and members of the Trust to ensure the smooth running of the office and to assist the functioning of the team.25) Offer nonclinical advice and guidance to, staff and parents.Other responsibilities.26) To be responsible for identifying own training needs and raising these with line manager.27) Participate in monthly MDT meetings and any other appropriate meetings and activities.28) Attending relevant training as agreed by the line and service manager.29) Assist in ensuring that health and safety standards are maintained within the working environment, and that the appropriate action is taken to avoid injury/ damages to persons or property, e.g., attendance at annual fire lectures in accordance with Trust Policy.30) Be aware of and have access to Trust Policies and Procedures.31) Undertake any other duties commensurate with the grade as agreed by line manager.The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledgerequired. For both documents, please view the attachment/s below.

Qualifications and Knowledge

Essential

• GCSE or Equivalent,

Desirable

• Knowledge of Millennium System

Experience

Essential

• Administrative Skills
• Organisational Skills

Desirable

• Minimum of two years working in an administrative position dealing with patients/customers.
• Experince of working in an NHS environment

Skills

Essential

• Keyboard skills
• Ability to prioritize workload and work under pressure
• Word processing skills
• Excellent verbal and written communication and interpersonal skills including ability to exercise diplomacy and a good telephone manner

Desirable

• Proven organization skills

Personal and people development

Essential

• Understanding of own knowledge and skills framework and ability to identify learning needs and interests
• A positive manner with a 'Can do' attitude

Communication

Essential

• Ability to communicate with a multi-disciplinary group of staff
• Ability to work well within a team

Specific requirements

Essential

• Ability to treat everyone with whom he/she comes into contact with dignity and respect
• Demonstrate self awareness

Desirable

• Acts in a way that is consistent with legislation, policies and procedures and abide by the Trust Health and Safety policies

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).