Job summary
A vacancy has arisen for a full time Ward Clerk to join our team on sharp ward
The Ward Clerk provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the Units. They ensure the completion of all administrative and clerical tasks for the ward on a daily basis.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
The successful candidate will be educated to GCSE standard or equivalent qualifications. Previous demonstrable experience working on a reception or within a clerical role is desirable. Candidates should have demonstrable experience of dealing face to face with the general public and difficult customers / patients, working within a pressurised environment and able to deal with telephone and email enquiries.
The post is interesting, varied, and requires an ability to work both independently and as a member of the wider team. Applicants should have a mature and responsible attitude with a good sense of humour and be able to demonstrate good written and verbal communication skills.
Training is provided for the various information technology systems used within the Cluster Group.
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.
Job description
Job responsibilities
1. Deal with enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
- Receiving results by telephone from laboratories.
- To continually manage the SALUS system as a working real time system
- Maintain hospital notes in accordance with the University Hospitals Plymouth NHS Trust policies.
- Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
- Ensuring that the bed state is kept up to date on iPM.
- Commence paperwork as appropriate on patients admission i.e. new front sheets and labels
- File reports, ensuring they have firstly been seen and initialled by Medical staff.
- Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes -from other departments using computerised tracing system.
- Tracing of notes in and out of ward using the computerised tracing system.
- Ensure notes are in order when patients are transferred.
- Liaising with other departments and secretaries regarding referrals, appointments, investigations to be arranged as required and updating iPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
- GP to be notified of patient death.
- Keep an up-to-date list of all investigations requested on the ward and advise junior medical staff accordingly.
- Entering and processing admissions into the ward diary for waiting list admissions and general booked admissions.
- Keep ward desk area clean, tidy and free of clutter.
- Keep the ward offices tidy and stationery replenished, distribute and redirect mail.
- Order supplies from ERPROC as requested by the ward manager: follow-up outstanding requests for repairs.
- Make up admission packs, etc. as appropriate.
- General use of the VDU for clerical and identification purposes.
- Photocopying and faxing when required.
- Distribution of post and re-directing of mail.
- Liaising with Post Room staff for collection or urgent specimens.
- Work closely with medical staff and with other members of the disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- Add patient to the follow-up waiting list and book follow-up outpatient appointments
- Other duties, which may be allocated by the Ward Manager
For further details please see the attached JD & PS
Job description
Job responsibilities
1. Deal with enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
- Receiving results by telephone from laboratories.
- To continually manage the SALUS system as a working real time system
- Maintain hospital notes in accordance with the University Hospitals Plymouth NHS Trust policies.
- Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
- Ensuring that the bed state is kept up to date on iPM.
- Commence paperwork as appropriate on patients admission i.e. new front sheets and labels
- File reports, ensuring they have firstly been seen and initialled by Medical staff.
- Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes -from other departments using computerised tracing system.
- Tracing of notes in and out of ward using the computerised tracing system.
- Ensure notes are in order when patients are transferred.
- Liaising with other departments and secretaries regarding referrals, appointments, investigations to be arranged as required and updating iPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
- GP to be notified of patient death.
- Keep an up-to-date list of all investigations requested on the ward and advise junior medical staff accordingly.
- Entering and processing admissions into the ward diary for waiting list admissions and general booked admissions.
- Keep ward desk area clean, tidy and free of clutter.
- Keep the ward offices tidy and stationery replenished, distribute and redirect mail.
- Order supplies from ERPROC as requested by the ward manager: follow-up outstanding requests for repairs.
- Make up admission packs, etc. as appropriate.
- General use of the VDU for clerical and identification purposes.
- Photocopying and faxing when required.
- Distribution of post and re-directing of mail.
- Liaising with Post Room staff for collection or urgent specimens.
- Work closely with medical staff and with other members of the disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- Add patient to the follow-up waiting list and book follow-up outpatient appointments
- Other duties, which may be allocated by the Ward Manager
For further details please see the attached JD & PS
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- oDemonstrable experience within a similar role.
Desirable
- oProven knowledge of hospital systems
- oIPM
- oSALUS
QUALIFICATIONS
Essential
- oEducation to GCSE level 4-9 in English and Maths
- oOr equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- oGood communication skills.
- oPolite
- oMust have an all-round interest in clerical duties
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- oDemonstrable experience within a similar role.
Desirable
- oProven knowledge of hospital systems
- oIPM
- oSALUS
QUALIFICATIONS
Essential
- oEducation to GCSE level 4-9 in English and Maths
- oOr equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- oGood communication skills.
- oPolite
- oMust have an all-round interest in clerical duties
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).
