Job summary
The Acute Care of the Elderly Assessment Unit (ACE Unit) on Ward 9 at Dewsbury and District Hospital is a very busy, 20 bedded unit. We admit and assess elderly and frail patients who are admitted from the locality to the Emergency Departments and GPs.
We currently have an exciting opportunity for a ward clerk to join our supportive and committed team. The role is an administrative post that will support the team to access the appropriate information on the Trust's IT systems and ensure that all patient information is kept up to date and remains confidential.
The ward clerks are also responsible for ensuring admission documentation is prepared, ready for the patients when they arrive. The role also entails general administration responsibilities as well as answering the phone and speaking with patient relatives and other healthcare professionals and providers regarding patients on the unit.
The ward clerk also liaises with the Clinical Site Managers taking information about patient flow and bed availability. The role of the ward clerk on the ACE Unit differs slightly to that on the general wards. This is because we are the admissions unit and patients are admitted to the unit and once they have been assessed and treated, if they require a longer admission, they are transferred to the base wards, or they are discharged.
Main duties of the job
The ward clerk is responsible for much of the administrative work on the unit. The role also involves reception work, dealing with phone calls, welcoming patients and visitors to the unit and arranging appointments with radiology, clinics and other clinical departments within the hospital.
The ward clerk supports the team by assisting with discharge planning such as arranging transport, medication, outpatients appointments and communicating with other care providers within the community.
The role of the ward clerk includes ensuring that admission documentation packs are prepared and ready for when patients arrive. The ward clerks are also responsible for transferring patient information on the Trust's IT systems ensuring that the MDT on DACE can readily access the vital information including past medical history, reason for admission, medications and lab results.
The ward clerk conveys information from the Clinical Site Managers regarding bed availability and patient flow to assist the coordinator in admitting patients from the Emergency Departments and the community and transferring patients to appropriate base wards or assisting with discharges.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Key Responsibilities
- To work as part of a multi-skilled, multi-disciplinary team providing a range of administration and clerical services.
- Provide an efficient customer service, dealing with enquiries from Patients, and their families, Medical Staff, and all members of the wider Multi-Disciplinary team
- Effectively utilise the Trusts information systems.
- Ensure that patient information is transferred efficiently on the administration/IT systems in use at the Trust.
- Ensuring that members of the MDT can access the appropriate information regarding patients on the unit.
- Ensuring that appropriate documentation is prepared and ready for use when patients arrive on the unit.
- Be aware of Performance Targets relevant to the Service Area.
- Undertake appropriate problem solving within areas of responsibility.
- Ensure that all clinical support staff aware of any changes within the Trusts information systems as and when required.
- Act as Super user for the Trusts information systems.
- Arrange any follow-up appointments required with the Consultant on Discharge.
- Arranging appropriate transportation of patients for attendance at relevant department.
- Make appointments on the Trusts information systems as per standard operating procedures.
- Maintain departmental filing systems.
- Take appropriate action on receipt of test results / correspondence.
- Escalate to line manager capacity requirements in a timely manner.
- Ensure that confidential information is protected on the unit and only appropriate staff can access.
- Ensure that sufficient supplies of necessary documentation are available on the unit.
Job description
Job responsibilities
Key Responsibilities
- To work as part of a multi-skilled, multi-disciplinary team providing a range of administration and clerical services.
- Provide an efficient customer service, dealing with enquiries from Patients, and their families, Medical Staff, and all members of the wider Multi-Disciplinary team
- Effectively utilise the Trusts information systems.
- Ensure that patient information is transferred efficiently on the administration/IT systems in use at the Trust.
- Ensuring that members of the MDT can access the appropriate information regarding patients on the unit.
- Ensuring that appropriate documentation is prepared and ready for use when patients arrive on the unit.
- Be aware of Performance Targets relevant to the Service Area.
- Undertake appropriate problem solving within areas of responsibility.
- Ensure that all clinical support staff aware of any changes within the Trusts information systems as and when required.
- Act as Super user for the Trusts information systems.
- Arrange any follow-up appointments required with the Consultant on Discharge.
- Arranging appropriate transportation of patients for attendance at relevant department.
- Make appointments on the Trusts information systems as per standard operating procedures.
- Maintain departmental filing systems.
- Take appropriate action on receipt of test results / correspondence.
- Escalate to line manager capacity requirements in a timely manner.
- Ensure that confidential information is protected on the unit and only appropriate staff can access.
- Ensure that sufficient supplies of necessary documentation are available on the unit.
Person Specification
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- Clerical/office qualifications
- ECDL
Experience
Essential
- Proven experience of utilising computer information systems
- Proven experience of working in an organised and logical manner.
- Experience of office working practices
Desirable
- Experience of working in patient centred environment.
- Experience of working in a supervisory position
Knowledge and Awareness
Essential
- Understanding and knowledge of Caldicott/Data Protection Act.
- Awareness of own limitations
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues
Skills and Abilities
Essential
- Proven ability to prioritise and work efficiently
- Proven ability to problem solve and work on own initiative
- Able to communicate clearly and concisely over the phone and face to face with all grades of staff and members of the public.
- Able to work without direct supervision.
- Able to work as part of a team.
Person Specification
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- Clerical/office qualifications
- ECDL
Experience
Essential
- Proven experience of utilising computer information systems
- Proven experience of working in an organised and logical manner.
- Experience of office working practices
Desirable
- Experience of working in patient centred environment.
- Experience of working in a supervisory position
Knowledge and Awareness
Essential
- Understanding and knowledge of Caldicott/Data Protection Act.
- Awareness of own limitations
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues
Skills and Abilities
Essential
- Proven ability to prioritise and work efficiently
- Proven ability to problem solve and work on own initiative
- Able to communicate clearly and concisely over the phone and face to face with all grades of staff and members of the public.
- Able to work without direct supervision.
- Able to work as part of a team.
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).
