An exciting opportunity has arisen for a dynamic Ward Clerk to join our busy Administration Team at Heartlands Hospital.
The post holder will need to be able to demonstrate excellent communication skills, be patient focused and have a positive attitude. In addition, they require an excellent telephone manner and good IT skills, with the ability to handle a variety of tasks under pressure. The role also requires the ability to be standing for long periods, collecting and lifting patient notes.
You would need to be able to work as part of a team, but also be able to work unsupervised, using your own initiative and reporting skills. You will have excellent organisational and time keeping skills, which are essential for this position.
The successful candidate will undertake reception and general office duties, whilst ensuring that all patient activity is accurately recorded, and up-to-date. You would also be able to deal sympathetically and appropriately with anxious and distressed patients, and their relatives.
Training will be provided.
We have both part time and full time vacancies available.
Main duties, tasks & skills required
The post holder will be expected to provide administrative support to the ward and be the first point of contact to all users of the service. They will be supporting and assisting nursing staff with day to day management of the ward, contributing towards the care of the environment by carrying out general administrative duties.
They will be welcoming patients and visitors to the ward in a friendly professional manner, maintain records regarding admissions/discharges/ward attenders/appointments on Clinical IT systems. They will carry out general clerical duties, filing, photocopying, obtaining case notes etc.
For more information regarding the main roles and responsibilities of a ward clerk position please see the Job Description.
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
- Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
- Offering our staff a wide variety of training and development opportunities, to support their personal and career development objectives.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. We do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination. If you are unvaccinated there is helpful advice and information at https://birminghamandsolihullcovidvaccine.nhs.uk where you can also find out more about how to access vaccination.
- Accurately record telephone messages and other enquiries and refer as appropriate.
- Provide effective communication and problem solving both face to face and via telephone.
- Deal effectively with other departments, making appointments and booking transport.
- Liaise with bed management and the admissions department with regards to patient admissions, transfers and discharges.
- Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation
- Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
2.Analytical and Judgemental Skills/Freedom to Act:
- Ability to make decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision.
- Ability to recognise situations that should be referred onto the Senior Sister/Ward Manager and take prompt and appropriate action
3.Planning and Organisational Skills:
- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales.
- Undertake work that has been prioritised by the Senior Sister/Ward Manager
4.Policy and Service Responsibilities:
- Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role.
- Receive and open incoming post and act as required.
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services.
5.Responsibility for financial and Physical Resources:
- Have a personal duty of care for all equipment and resources used.
- Maintain stock control of stationery / clinical supplies.
- Ensure the safe keeping of patients valuables in line with Trust Policy.
6.Responsibility for Staff:
- Participate in the induction and training of all new members of staff.
- Demonstrate own activities to new / less experienced staff.
7.Responsibility for Information:
- Be responsible for confidentiality in line with Trust policy and procedures.
- Accurately input data/confidential data using a variety of Trust IT systems in a timely way.
- Prepare and scan information onto the Trust IT systems.
- Ensure all information held is kept up to date.
- Be responsible for the quality of information.
- Photocopy and distribute documents as required.
- Shred and destroy confidential documentation in line with Trust policy.
- Provide information / produce basic routine reports at an appropriate level under supervision.
- Input staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /task
8.Care records management duties:
- Be responsible for all aspects in relation to care records preparation, such as verifying patient demographic details and making up patient files as required.
- Be responsible for the lifecycle management of records in paper and electronic form.
- Create electronic and paper care records for new patients to the standard Trust design.
- Maintain a confidential and efficient filing and maintenance system ensuring paper and electronic care records are up to date and available for staff as required. Including filing information into patient care records.
- Request and ensure the return of patients' care records to the medical records library / storage area, tracking the movement of records as appropriate.
- Participate in the on-going archive process for paper care records.
- Ensure appropriate care records and files are available to clinicians.
- Contact with service users face to face and on the telephone in a sensitive and confidential manner.
- Provide patients with support, non-clinical advice and information on a range of issues.
- Arrange Patient transport as appropriate and update discharge records.
Maths and English GCSE, 9-4 or A*-C
Experience of dealing with the Public/Customer service experience
Experience of using IT systems
Experience of working with a range of Microsoft Office packages
Experience of working in a busy environment
Experience of working in Healthcare
Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good time management skills Ability to deal professionally with enquiries from staff, patients and visitors
Understand confidentiality and apply the principles in every day working practice
Ability to deal with stressful situations and sensitive issues
Work effectively and flexibly as part of a team to meet the needs of the services
Confident in dealing with people at all levels
Must be able to demonstrate an understanding of equality and diversity
Mature open and flexible approach to work
Ability to travel to multiple sites
Ability to handle cash and valuables
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.