Job summary
The opportunity has arisen for a Ward Clerk to join the Phoenix Ward team, working part-time hours per week. We are looking for an enthusiastic, flexible, empathetic and self-motivated individual to work within our team. Previous experience of working in a similar role would be an advantage, though not essential as support and training will be provided.
This is a part time role where you will be working Monday - Wednesday 7.5 hours per day.
Main duties of the job
You will need to have excellent communication, administrative and organisational skills, with the ability to liaise with employees at all levels. Knowledge of Microsoft Office, Word and Excel are essential. You will also have the skills to handle all contacts confidently with compassion, patience and professionalism. You will be working as part of the team which will involve developing knowledge of the processes and electronic system used to ensure that clients' needs are met.
The role will suit someone who enjoys working in a busy office where they would be able to work as a part of a team, as well as under their own initiative. This is an important role that helps run an efficient service but is also an extremely rewarding one. We will offer the successful candidate a supportive team, with regular supervision meetings, opportunities for continued professional development and a friendly working environment.
About us
We will offer the successful candidate a supportive team, with regular supervision meetings, opportunities for continued professional development and a friendly working environment.
Benefits of working for Oxford Health NHS Foundation Trust include:
- Excellent opportunities for career progression
- 27 days annual leave, plus bank holidays, with an increase to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Staff accommodation
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
Job description
Job responsibilities
In this role, some of your key duties will include:
- Answering the telephone, taking messages and helping with enquiries.
- Daily check on staffing level and update staffing level board, inform manager and notify Bank / agencystaff sourcing team when bank/agency staff are required to cover shifts.
- Relaying information to external staff by telephone, letter and email.
- Contacting patients relatives.
- Checking emails daily and printing off as necessary.
- Checking that stationary supplies are adequately stocked and ordering when necessary via the computer ordering system.
- Assisting housekeeping and nursing staff with ordering supplies via e-procurement as required.
- Completing menu orders.
- Booking taxis, ambulances and hospital transport for patients.
- Contacting the Estates Department to carry out repairs, checking work has been undertaken to satisfaction.
- Keeping notice boards tidy and up to date and adding anything of interest or importance to staff.
- Keeping ward office organised and tidy.
- Preparing documents, leaflets and folder for new patients admission.
- General scanning/uploading to electronic health records including patient blood results, correspondence, discharge summaries, leave forms, prescription charts etc.
- Making sure all nursing documentation and clinical items are adequately stocked and photocopy/order, as required.
- Contacting patient finance/welfare office regarding paying in and withdrawal of patients money and property.
- Handing out and collecting satisfaction questionnaires to discharged patients and their carer.
- Assist team secretary when required in co-ordinating review meetings for patient and inviting all involved parties.
- Recording or correcting patient information and details of admissions, discharges on the Rio electronic health record, as appropriate.
- Accessing patient information via the Rio system and reporting as necessary.
- Keeping the ward policies, procedures and fire book up to date.
- Act as a fire marshal.
- Assist in the induction of new staff into electronic systems and processes on the ward.
- Taking minutes for staff/patient meetings as required.
- Cover for team administrator post when required.
- Act as a smart card manager, liaise with CAST, IT and ID badges department regarding issues with cards.
- Responsible for office and clinical equipments maintenance; report to IT department or clinical device maintenance company for any maintenance, fault and repairs as required.
Job description
Job responsibilities
In this role, some of your key duties will include:
- Answering the telephone, taking messages and helping with enquiries.
- Daily check on staffing level and update staffing level board, inform manager and notify Bank / agencystaff sourcing team when bank/agency staff are required to cover shifts.
- Relaying information to external staff by telephone, letter and email.
- Contacting patients relatives.
- Checking emails daily and printing off as necessary.
- Checking that stationary supplies are adequately stocked and ordering when necessary via the computer ordering system.
- Assisting housekeeping and nursing staff with ordering supplies via e-procurement as required.
- Completing menu orders.
- Booking taxis, ambulances and hospital transport for patients.
- Contacting the Estates Department to carry out repairs, checking work has been undertaken to satisfaction.
- Keeping notice boards tidy and up to date and adding anything of interest or importance to staff.
- Keeping ward office organised and tidy.
- Preparing documents, leaflets and folder for new patients admission.
- General scanning/uploading to electronic health records including patient blood results, correspondence, discharge summaries, leave forms, prescription charts etc.
- Making sure all nursing documentation and clinical items are adequately stocked and photocopy/order, as required.
- Contacting patient finance/welfare office regarding paying in and withdrawal of patients money and property.
- Handing out and collecting satisfaction questionnaires to discharged patients and their carer.
- Assist team secretary when required in co-ordinating review meetings for patient and inviting all involved parties.
- Recording or correcting patient information and details of admissions, discharges on the Rio electronic health record, as appropriate.
- Accessing patient information via the Rio system and reporting as necessary.
- Keeping the ward policies, procedures and fire book up to date.
- Act as a fire marshal.
- Assist in the induction of new staff into electronic systems and processes on the ward.
- Taking minutes for staff/patient meetings as required.
- Cover for team administrator post when required.
- Act as a smart card manager, liaise with CAST, IT and ID badges department regarding issues with cards.
- Responsible for office and clinical equipments maintenance; report to IT department or clinical device maintenance company for any maintenance, fault and repairs as required.
Person Specification
Education and Training
Essential
- Good level of general education
- Secretarial skills
Desirable
- Working knowledge of Microsoft office packages
Experience
Essential
- Administration experience
- Ability to liaise with all professions and members of the public in a confident and effective manner
Desirable
- NHS experience , formal Secretarial Training (i.e. RSA or shorthand qualification), knowledge and understanding of mental health
Skills
Essential
- Good knowledge of Microsoft Office
- Ability to produce good quality correspondence and reports
- Ability to use data-bases
- Experience of Word processing/touch typing
- Experience of Audio Typing
Desirable
- Working knowledge of email systems and CareNotes
- Working knowledge of AIS
Personal Qualities
Essential
- Excellent communication skills
- Ability to work as part of team
Desirable
- Understanding of the Safeguarding procedure and Data Protection Act
Person Specification
Education and Training
Essential
- Good level of general education
- Secretarial skills
Desirable
- Working knowledge of Microsoft office packages
Experience
Essential
- Administration experience
- Ability to liaise with all professions and members of the public in a confident and effective manner
Desirable
- NHS experience , formal Secretarial Training (i.e. RSA or shorthand qualification), knowledge and understanding of mental health
Skills
Essential
- Good knowledge of Microsoft Office
- Ability to produce good quality correspondence and reports
- Ability to use data-bases
- Experience of Word processing/touch typing
- Experience of Audio Typing
Desirable
- Working knowledge of email systems and CareNotes
- Working knowledge of AIS
Personal Qualities
Essential
- Excellent communication skills
- Ability to work as part of team
Desirable
- Understanding of the Safeguarding procedure and Data Protection Act
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.
