Ward Clerk (XN02)

Job description

Job responsibilities

To undertake administrative duties at ward level including the accurate and timely recording of patient activity data on Trust systems. To undertake clerical and related duties on the ward and enable Sister/Charge Nurse and other ward staff to concentrate more freely on direct patient care. This will involve considerable liaison with other departments and wards on behalf of the ward staff.

The jobholder will contribute to the maintenance of an environment for effective care.

JOB DIMENSIONS

The jobholder will work within an area caring for patients.

Leeds General Infirmary Hospital - 37.5 hours a week over a 7 day period with internal rotation to night duties, working opposite shifts to other departmental clerks.

We are looking for an enthusiastic and motivated individual who enjoys the challenge of working in an environment where no two days are the same and who can provide administrative support to the ward at Leeds General Infirmary.

The successful applicant will work as part of a team and be responsible for the provision of a high quality administrative service to the ward.

The prime responsibility of the post holder will be to assist the nurse in charge of the ward with a variety of administrative and clerical duties to ensure the smooth running of the unit. A good standard of general education, previous clerical experience and excellent written and oral communication skills are essential. Previous hospital or experience of working within multi disciplinary teams would be an obvious advantage

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Qualifications

Literate and numerate

Experience

Previous Clerical Experience (desirable)

IT skills

Training

Willing to undergo training as required

Special Knowledge

Insight into role and responsibilities of post

Knowledge of Patient Administration Processes

Disposition / Attitude

Able to work as part of a multidisciplinary team

Committed to working with people

Practical Skills

Good interpersonal skills

Effectively communicate with patients and team members

THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centered

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values.

Additionally the following are core values which relate specifically to this post:

Respect the contribution of all members within the team and the importance of working together to give patient care.

Commitment to contributing to a quality service in an efficient and effective manner.

Recognises the importance of confidentiality.

CORE BEHAVIOURS AND SKILLS

Personal Motivated

Communication Literacy

Numeracy

Verbal, non-verbal

Responsibility to others Reliable

Trustworthy

Adaptable

CORE KNOWLEDGE AND UNDERSTANDING

Customer relations

Maintaining a safe environment

PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY

Administrative and Clerical Duties

- Record admission, transfer and discharge activity data onto the Trust PAS system.

- Arrange patients follow-up appointments using the PAS system and order transport for patients when required.

- Record changes to the bed base and inform the relevant corporate team

- Handle telephone calls from relatives, hospital staff, public etc, under guidance where necessary from the Sister/Charge Nurse, and making calls where appropriate on behalf of ward staff.

- Ensure that patients medical records (including x-rays) are available on the ward, obtaining these where necessary from other departments.

- Transfer pathology and other reports to patients records, and general collation of records promptly and efficiently, especially on patients discharge.

- Deliver patients mail.

- Order stationary and complete requisition forms under instruction from Sister/Charge Nurse.

- Complete electronic admission/bed system as required

- Maintaining records on behalf of Sister/ Charge Nurse.

Assisting to maintain high standards of care

Assist in the welcome and reception of patients and visitors into the clinical area

Maintain a safe working environment, reporting incidents, accidents, complaints

Understand the need to maintain and respect patient confidentiality

Participate in in-service training

Participate in mandatory training annually

Participate in annual performance appraisal

Undertake duties on different wards/depts as and when required by service demands

Develop good working relationship

Participate in appropriate and relevant communications networks

Ensure the maintenance of good relationships, communications and teamwork with all disciplines within the ward / department

HEALTH AND SAFETY/RISK MANAGEMENT

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.

INFECTION CONTROL

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

EQUALITY AND DIVERSITY

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

The jobholder must take responsibility, in agreement with his/her line manager, for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The job holder will undertake all mandatory training required for the role.

RESPECT FOR PATIENT CONFIDENTIALITY

The job holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

COMMUNICATION AND WORKING RELATIONSHIP

Administration staff

Business managers

Nursing Staff

Allied Health Professions

Portering

House Keepers

Medical Staff

SPECIAL WORKING CONDITION

i) Physical Effort:

Combination of standing, sitting and walking. Frequent sitting or standing in a restricted position.

Light physical effort sits in a restricted position for keyboard work, lifts patients case notes, pushes trolleys with patients notes.

Yes. Some moving & handling of equipment on a daily basis.

Equipment medical records, pushing records trolley.

ii) Mental Effort:

Frequent concentration.

Usually predictable workload.

Follows routine and/or direction by registered practitioner.

Verbal and written communication skills required

iii) Emotional Effort:

Occasional exposure to difficult situations including death and dying, distressed patients and relatives/carers.

iv) Working Conditions:

Temperature should be controlled, but may experience hot or cold work environment.

Smells exposure to smells, e.g. body fluids.

Violence & Aggression may experience violence and aggression from patients and/or relatives/carers.

Person Specification

Skills & Behaviours

Essential

• Motivated
• Reliable
• Trustworthy
• Good interpersonal
• skills
• Team working

Qualifications

Essential

• Literate/Numerate

Experience

Essential

• IT skills

Desirable

• Clerical Experience

Other Criteria

Essential

• Insight into roles responsibilities of post
• Able to fulfil Occupational Health requirements for the post

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)