University Hospitals Plymouth NHS Trust

ICU Clerical Officer

This job is now closed

Job summary

We are looking to recruit a Clerical Officer to join our innovative, multi-disciplinary Critical Care Team.

The Critical Care area includes the Intensive Care wards of Penrose and Pencarrow, Education and Acute Care Teams. We are looking for an enthusiastic individual to join our team. The duties of the post holder will involve providing administrative support relating to the patients and the units and also providing a service for the Psychology and Rehab Intensive Care teams.

Please contact Shannon Limbrick on 01752 433057 if you would like any further information.

Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.

Main duties of the job

To provide a comprehensive, efficient, administrative service for Critical Care to contribute to the smooth running of the department. The post-holder will work as a key member of a team, sharing responsibility for all tasks required, but must also be able to work on their own initiative.

Providing a range of administrative duties for the department, including Consultants, Service Line Cluster Manager, Matron and supporting clinical teams.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Date posted

20 November 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-EG-S5829986

Job locations

University Hospitals Plymouth

Plymouth

PL6 8DH

Job description

Job responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY1. To provide a complete secretarial service to the ICU Consultants, Ward Managers/Matron and Service Cluster Manager often covering matters of a strictly confidential nature to guarantee an overall high standard of service.

2. Acting as first point of contact for ICU consultants, screening telephone calls, correspondence, visitors, answering questions and furnishing information to enquirers, in a diplomatic and professional manner.

3. Organisation of various departmental meetings. This will include preparing agendas, taking and producing accurate and timely minutes and organisation of follow up actions, and refreshments if applicable.

4. Scheduling appointments and meetings for the ICU consultants to ensure appropriate and optimum time management.

5. Request for ID access and add staff to the distribution list.

6. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.

7. Organise any Follow Up or Bereavement meetings between patients, relatives and consultants.

8. To be able to communicate with all levels of staff with discretion and diplomacy.

9. Knowledge of the CHA system to access Notes, Reports, Summaries and Trends for printing when patients are admitted and discharged in the absence of ward clerks.

10. To provide cover in reception areas when needed, providing excellent customer service skills when greeting and assisting patients relatives and visitors.

11. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.

12. To collect and record money received for donations and ensure an accurate system of recording data is available on the share drive.

13. To use own initiative in dealing with day-to-day operational issues as they arise, and to exercise judgement in the need to refer matters further.

14. Responsible for ordering stationery.

15. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.

16. Required to cover for other colleagues during annual leave/sickness or peak workloads.

17. Provide other secretarial assistance to the team as required, typing up correspondence, administration and maintain filing system of this correspondence.

18. Be the Local Records Lead for the department.

PSYCHOLOGY/ MDT CLINICS

1. Using digital dictation, ensure clinic letters are typed and prepared for printing and distribution. Ensure all allocated clinics are typed within the appropriate timeframe.

2. Weekly tracking of the service lines patient pathways, including review of the RTT PTL. Ensuring patients waiting list comments are up to date and any outstanding queries or requests are followed up and action taken. Escalating to manager any concerns.

3. Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, add patients to waiting list as appropriate.

4. Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy.

5. Ensure timely despatch of outpatient letters in accordance with Trust policy.

6. Send Psychology follow up questionnaires out, score them once they are returned and if required, send a letter for an appointment with Psychologist.

7. Knowledge of the CHA system to collate all information needed for clinics.

8. Fully manage in house clinics by booking in patients, sorting notes and actioning all outcomes following a clinic.

9. Be able to work closely with the psychologists and provide diary management and further admin help if needed.

10. Update the psychology databases when needed.

11. Book and outcome the Expert by Experience bi-weekly online group.

12. Organise past patients to visit the unit if requested.

OTHER DUTIES

1. As the service line develops their research and rehab services there will be some administrative support or cover of colleagues.

COMMUNICATIONS & WORKING RELATIONSHIPS

Key Working Relationships

All Consultants, Registrars and Resident junior medical staff & ACCPs Cluster Manager/Clinical Director Ward Clerks Secretaries Clerical officer ICNARC Clerks Anaesthetics administration team Nursing Staff

COMMUNICATIONS & WORKING RELATIONSHIPS

Direct, written and phone communication with Department/Cluster Management. Daily interaction with all Department Admin, Medical and Nursing personnel. Verbal and written communication with other services, Nursing and Admin Personnel. Written and phone communication with other hospital personnel. Written and phone communication with other Directorates/Departments in the region and other hospitals. Face to face and phone communication with patients and relatives.

OTHER

To include any other non-standard terms: Receiving, storing, and receipting of stores. Working for long periods of time at a VDU (daily). Working in a very busy office with frequent interruptions to workload. Deal with anxious, upset, or difficult patients or relatives on the phone or in person