Job summary
We are looking for a friendly, self-motivated individual to join our team as ward clerk in the East Midlands Planned Care Centre - Surgical Day Case Unit.
You will be providing administrative support as well asthe first point of contact for staff, visitors and callers, respond to enquiries as appropriate and answering and directing calls
Using the Trust's IT systems ensure patient case notes and relevant paperwork are updated and readily available, filed correctly in the ward trolley for the entirety of the patients stay through theatre arrivals to patient discharge.
The ward and theatres will be busy and demanding working environments, but the successful applicant will join a strong & supportive team. The successful applicant will be required to work on their own initiative, managing their own workload, as well as being part of a team.
Applicants must be computer literate, and have excellent communication & interpersonal skills. Experience of working in an NHS environment would be an advantage.
Part and full time positions considered, there will be a requirement to work a range of shifts including early and late shifts, with some elements of weekend working as well.
Main duties of the job
To provide and effecting day-to-day clerical support to facilitate the smooth running of the Surgical Day Case Unit under the direction and supervision of senior colleagues. This job role covers clerical duties meeting and greeting staff, patients and visitors, the movement of case-notes around the trust and the provision of, preparation of and maintenance of patient case-notes (during IT system downtime)
Support the Unit by being the co-ordinator of the patient pathway as needed in each area in line with national targets, which in turn meet the Trust's targets. To make available an efficient and reliable service to facilitate queries regarding patient pathway through the Unit.
To support the administration service in liaising with surgical specialties, recording patient information, dealing with enquiries and liaising with clinicians. You will be required to work within the multi-disciplinary team in a ward area.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030). We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities. Our strategy is underpinned by newvaluesand we will work to ensure they are an everyday reality for all: - we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve. About the University Hospitals of Leicester NHS Trust: http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
- Answer the telephone in a timely and courteous manner; ensuring appointments are made efficiently whilst dealing with the public and in a professional and sensitive manner.
- Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updates, where they may be barriers to understanding, as provided by the nurse in charge.
- To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
- To receive and make telephone calls as needed and as directed by the ward staff.
- To handle difficult situations in a calm and professional manner.
- To receive and direct patients, visitors and staff visiting the ward.
- As directed by the nurse in charge, surgical specialties and external agencies to obtain patient related information where required.
- Deal with difficult and challenging patients and relatives in a calm and polite way.
- Deal with enquiries and issues that have been escalated in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public.
- Keeping list of patients admitted / discharged
- To follow policies in own role which are determines by others.
- Plan own and office daily workload.
- Involvement in planning patient discharges e.g. photocopying notes and booking transport.
- Ensuring notes are available on line for ward admissions
- Hiring equipment as requested by the ward sister/nurse in charge.
- Ensuring there are sufficient supplies of forms and other related equipment on the ward area.
- Liaise with and provide information to various service providers, clinicians and operational managers regarding theatre sessions to facilitate forward planning in these areas.
- Enter all patient information onto IT systems for all patients arriving and leaving the ward and theatre areas.
- Assist with patient flow by the timely printing of discharge summaries, checking all discharge summaries are published and recorded on ORMIS (theatre IT system).
- Liaising with nursing staff and contacting surgical specialties as appropriate to assist with patient flow.
- Provide advice and demonstrate own process to new, less experiences and other staff members to ensure service continuity.
- Book staff training as indicated by the nursing team
- Adhere to uniform policy for clinical staff.
- Assist with the orientation of all new staff by requesting uniforms, IT access and smart cards
- To be able to organise time effectively
- The post holder should be able to communicate effectively with a variety of people remaining courteous at all times, especially when dealing with patients & relatives.
- To be able to remain calm under pressure.
- The post holder must be an excellent team player who works closely with colleagues to deliver a smooth sufficient service
- Giving general non-clinical advice when asked e.g. visiting time, staff names.
- Dealing with bereaved relatives who may be in clinical area and appear distressed, offering bereavement book as appropriate.
- Act in role of fire warden where appropriate training provided.
Please see attached job description and person specification for full details of the job role.
Job description
Job responsibilities
- Answer the telephone in a timely and courteous manner; ensuring appointments are made efficiently whilst dealing with the public and in a professional and sensitive manner.
- Provide information either in person or over the phone to visitors regarding ward routine, infection control, procedures and patient condition updates, where they may be barriers to understanding, as provided by the nurse in charge.
- To collect essential information either via the telephone or directly and communicate with the appropriate member of the ward team.
- To receive and make telephone calls as needed and as directed by the ward staff.
- To handle difficult situations in a calm and professional manner.
- To receive and direct patients, visitors and staff visiting the ward.
- As directed by the nurse in charge, surgical specialties and external agencies to obtain patient related information where required.
- Deal with difficult and challenging patients and relatives in a calm and polite way.
- Deal with enquiries and issues that have been escalated in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public.
- Keeping list of patients admitted / discharged
- To follow policies in own role which are determines by others.
- Plan own and office daily workload.
- Involvement in planning patient discharges e.g. photocopying notes and booking transport.
- Ensuring notes are available on line for ward admissions
- Hiring equipment as requested by the ward sister/nurse in charge.
- Ensuring there are sufficient supplies of forms and other related equipment on the ward area.
- Liaise with and provide information to various service providers, clinicians and operational managers regarding theatre sessions to facilitate forward planning in these areas.
- Enter all patient information onto IT systems for all patients arriving and leaving the ward and theatre areas.
- Assist with patient flow by the timely printing of discharge summaries, checking all discharge summaries are published and recorded on ORMIS (theatre IT system).
- Liaising with nursing staff and contacting surgical specialties as appropriate to assist with patient flow.
- Provide advice and demonstrate own process to new, less experiences and other staff members to ensure service continuity.
- Book staff training as indicated by the nursing team
- Adhere to uniform policy for clinical staff.
- Assist with the orientation of all new staff by requesting uniforms, IT access and smart cards
- To be able to organise time effectively
- The post holder should be able to communicate effectively with a variety of people remaining courteous at all times, especially when dealing with patients & relatives.
- To be able to remain calm under pressure.
- The post holder must be an excellent team player who works closely with colleagues to deliver a smooth sufficient service
- Giving general non-clinical advice when asked e.g. visiting time, staff names.
- Dealing with bereaved relatives who may be in clinical area and appear distressed, offering bereavement book as appropriate.
- Act in role of fire warden where appropriate training provided.
Please see attached job description and person specification for full details of the job role.
Person Specification
Training and Qualifications
Essential
- Good standard of written and spoken English
- Basic Computer Skills
Desirable
- Computer / typing / secretarial course
Experience
Essential
- Experience of working with the general public
- Basic knowledge of clerical duties
Desirable
- previous experience of clerical duties in a health care setting
Communication and Relationship Skills
Essential
- Able to cope in stressful and demanding situations
- Ability to uphold confidentiality
- Able to prioritise and work in multi-disciplinary team
- Able to communicate effectively and sensitive to needs
- Must be able to use own initiative
Desirable
- Demonstrates motivation to learn
Person Specification
Training and Qualifications
Essential
- Good standard of written and spoken English
- Basic Computer Skills
Desirable
- Computer / typing / secretarial course
Experience
Essential
- Experience of working with the general public
- Basic knowledge of clerical duties
Desirable
- previous experience of clerical duties in a health care setting
Communication and Relationship Skills
Essential
- Able to cope in stressful and demanding situations
- Ability to uphold confidentiality
- Able to prioritise and work in multi-disciplinary team
- Able to communicate effectively and sensitive to needs
- Must be able to use own initiative
Desirable
- Demonstrates motivation to learn
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).
