Job summary
We are seeking a dynamic and dedicated individual for the pivotal role as Ward Clerk at our values-driven Trust. This is a unique opportunity for someone to help shape the future of mental health services while developing a career in a supportive and innovative environment that is committed to inclusion, equity and being actively anti-racist.
This is an exciting opportunity to be part of an innovative Short Stay mixed gender Psychiatric Ward operating on a maximum 28-day admission framework. The model integrates evidence-based approaches including robust gatekeeping processes, intensive multidisciplinary team (MDT) working, the Red to Green discharge facilitation approach, and strong integration with Home Treatment Teams (HTT) for both admission prevention and early supported discharge.
We are keen to welcome both non-clinical staff and clinicians both with experience and those who are new to mental health. You will need to demonstrate you are forward thinking with a proactive nature and excellent communication and relational skills. Championing patient centred care and collaboration with carers and families is critical to success in securing a position within the team.
Main duties of the job
This is an exciting opportunity to be part of an innovative Short Stay mixed gender Psychiatric Ward operating on a maximum 28-day admission framework. The model integrates evidence-based approaches including robust gatekeeping processes, intensive multidisciplinary team (MDT) working, the Red to Green discharge facilitation approach, and strong integration with Home Treatment Teams (HTT) for both admission prevention and early supported discharge
There will be an intensive front-loading of clinical activity in the first 72 hours upon admission, daily consultant-led reviews, seven-day therapy, activity and peer provision with a step-down to HTT once risk is containable in the community
We are looking for highly motivated, skilled and compassionate Ward Clerk to work on our short stay ward. The ward clerk will be a key member of the multidisciplinary team and will be responsible for the day-to-day clerical support to individual team members
The post holder will assist in the maintenance of an office management system, which provides effective communication to team members and others as appropriate, and you will be encouraged to engage with the patients and getting involved with meal times and other activities on the ward
The post holder will often be the first point of contact for members of the general public and referrers who wish to make enquiries. It is an essential requirement of the post that the post holder courteously provides information and deals with enquiries
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
About our locations:
Springfield University Hospital, Tooting
Our largest, 19-ward site is in Springfield Village, created following our £150m investment into two new world class mental health facilities. A 32-acre public park, shops and cafes are coming soon. Close to shops, cafes and Tooting Bec on the Northern Line plus Earlsfield and Tooting rail stations and bus routes.
Job description
Job responsibilities
Administrative and Secretarial
To be responsible for the preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.
To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.
To answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.
To format articles to ensure they are presented appropriately for submission to journals.
To greet patients, relatives and visitors with patience and sensitivity, assisting them as appropriate.
To photocopy and fax information, distributing and filing as appropriate.
To sort incoming mail, date stamp and distribute as appropriate.
To extract information for third parties as appropriate.
To take notes at community and staff meetings type up and circulate.
To attend all relevant weekly meetings, ensuring that matters discussed are recorded and actioned appropriately, and that lists are updated and issued promptly.
To contribute to the development and maintenance of administrative procedures.
Ward Based Duties
To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments as necessary.
To arrange transport, as necessary, for patients in consultation with nursing staff.
To collect and deliver mail to and from the main administration office daily.
To refer all memos, letters, pathology and x-ray reports plus photocopies of section papers to nursing staff.
To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.
To receive and check goods delivered to ward.
To report to the Estates Department for maintenance items and Sodexho helpdesk, log accordingly and follow-up on outstanding actions.
To be responsible with the Team Leaders for monitoring the state of repair of the unit for the submission of building/works requisitions and for the regular checking of the progress and keeping the Health & Safety Records Book up to date.
Job description
Job responsibilities
Administrative and Secretarial
To be responsible for the preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.
To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.
To answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.
To format articles to ensure they are presented appropriately for submission to journals.
To greet patients, relatives and visitors with patience and sensitivity, assisting them as appropriate.
To photocopy and fax information, distributing and filing as appropriate.
To sort incoming mail, date stamp and distribute as appropriate.
To extract information for third parties as appropriate.
To take notes at community and staff meetings type up and circulate.
To attend all relevant weekly meetings, ensuring that matters discussed are recorded and actioned appropriately, and that lists are updated and issued promptly.
To contribute to the development and maintenance of administrative procedures.
Ward Based Duties
To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments as necessary.
To arrange transport, as necessary, for patients in consultation with nursing staff.
To collect and deliver mail to and from the main administration office daily.
To refer all memos, letters, pathology and x-ray reports plus photocopies of section papers to nursing staff.
To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.
To receive and check goods delivered to ward.
To report to the Estates Department for maintenance items and Sodexho helpdesk, log accordingly and follow-up on outstanding actions.
To be responsible with the Team Leaders for monitoring the state of repair of the unit for the submission of building/works requisitions and for the regular checking of the progress and keeping the Health & Safety Records Book up to date.
Person Specification
Training & Qualifications
Essential
- oNVQ Business Administration level 2 or 3 or willingness to work towards
- oGCSE English or equivalent
Desirable
- oNVQ Business Administration level 2 or 3
Experience
Essential
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
- oDemonstrable experience of administrative & secretarial work
Desirable
- oPrevious experience in a Health Care setting
- oExperience of community working
- oExperience of handling telephone calls from distressed individuals
- oExperience of using a clinical management information system database
Person Specification
Training & Qualifications
Essential
- oNVQ Business Administration level 2 or 3 or willingness to work towards
- oGCSE English or equivalent
Desirable
- oNVQ Business Administration level 2 or 3
Experience
Essential
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
- oDemonstrable experience of administrative & secretarial work
Desirable
- oPrevious experience in a Health Care setting
- oExperience of community working
- oExperience of handling telephone calls from distressed individuals
- oExperience of using a clinical management information system database
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).
