Job summary
To provide administrate support to the ward and provide first point of contact to all users of the service. Support and assist nursing staff in the day to day management of the ward, contribute to the care environment and carry out general administrative duties
Main duties of the job
- To welcome patients and visitors to the ward in a friendly professional manner
- Maintain records regarding admission/discharges/ ward attenders/appointments, on Clinical IT systems.
- Ensure all appropriate documentation is complete and filed correctly.
- Ensure that all notes are tracked to the relevant department. Arranging for urgent collection and delivery as required.
- General clerical duties, filing, photocopying, obtaining case notes etc.
- Open and distribute mail as appropriate.
- Deal with Estates and make request for maintenance and repairs and follow up requests.
- Order stationery and maintain relevant stock levels.
- Ensure the safe keeping of patient's property in line with Trust policy.
- Deal with Pharmacy requests forms and specimens to respective departments.
About us
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;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.
University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description
Job responsibilities
1.Communication:
- 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.
Job description
Job responsibilities
1.Communication:
- 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.
Person Specification
Qualifications
Essential
- Maths and English GCSE, 9-4 or A*-C
Experience
Essential
- Experience of dealing with the Public/Customer service experience
- Experience of using IT systems
Desirable
- Experience of working with a range of Microsoft Office packages
- Experience of working in a busy environment
- Experience of working in Healthcare
Additional Criteria
Essential
- 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
Person Specification
Qualifications
Essential
- Maths and English GCSE, 9-4 or A*-C
Experience
Essential
- Experience of dealing with the Public/Customer service experience
- Experience of using IT systems
Desirable
- Experience of working with a range of Microsoft Office packages
- Experience of working in a busy environment
- Experience of working in Healthcare
Additional Criteria
Essential
- 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.
