Ward Clerk (Jupiter Ward)

South West London and St Georges Mental Health NHS Trust

This job is now closed

Job summary

Jupiter Ward is a 20 bedded male and female acute admission ward for patients requiring assessment and/or treatment for working age adults. The service provision is 24 hours seven days a week.

The team is Multidisciplinary and you will have a role in supporting the team in all ward related admin duties. There is a team approach to the management of the caseload.

The Trust is committed to ensure every practitioner participates in clinical supervision and has a programme of development. You will have regular support and supervision from your supervisor, as well as support from an amazing Team. You will be invited to Development Days, have access to coaching and training to support you in your role.

Main duties of the job

We are seeking individuals who are friendly, approachable, compassionate and motivated with good communication and IT skills. You will receive ongoing support from your peers, ward/team manager and matron. You will also receive individual supervision as well as support in reflective practice groups.

As a ward clerk you will be responsible for:

preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.
ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.
answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely
format articles to ensure they are presented appropriately for submission to journals.
To photocopy and fax information, distributing and filing
To sort incoming mail, date stamp and distribute
To take notes at meetings
To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments
To arrange transport, as necessary, for patients in consultation with nursing staff.
To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.
To ensure that all observations, discharges and admissions have been recorded on RiO, the electronic system.
To ensure that all admissions and discharges are logged

About us

We are Proud to Belong at South West London and St George's Mental Health NHS Trust.

We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.

This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.

We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.

We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.

About our locations:

Springfield University Hospital, Tooting

Our largest, 19-ward site is in Springfield Village, created following our £150m investment into two new world class mental health facilities. A 32-acre public park, shops and cafes are coming soon. Close to shops, cafes and Tooting Bec on the Northern Line plus Earlsfield and Tooting rail stations and bus routes.

Date posted

25 January 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£27,948 to £29,468 a year per annum inclusive of Inner London HCAs

Contract

Permanent

Working pattern

Full-time

Reference number

294-AAUC-6009347-PB

Job locations

Springfield Hospital

Tooting

SW17 7DJ

Job description

Job responsibilities

Secretarial/Administrative Duties

To be responsible for the preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.
To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.
To answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.
To format articles to ensure they are presented appropriately for submission to journals.
To greet patients, relatives and visitors with patience and sensitivity, assisting them as appropriate.
To photocopy and fax information, distributing and filing as appropriate.
To sort incoming mail, date stamp and distribute as appropriate.
To extract information for third parties as appropriate.
To take notes at community and staff meetings type up and circulate.
To attend all relevant weekly meetings, ensuring that matters discussed are recorded and actioned appropriately, and that lists are updated and issued promptly.
To contribute to the development and maintenance of administrative procedures.

Ward Based Duties

To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments as necessary.
To arrange transport, as necessary, for patients in consultation with nursing staff.
To collect and deliver mail to and from the main administration office daily.
To refer all memos, letters, pathology and x-ray reports plus photocopies of section papers to nursing staff.
To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.
To receive and check goods delivered to ward.
To report to the Estates Department for maintenance items and Sodexho helpdesk, log accordingly and follow-up on outstanding actions.
To be responsible with the Team Leaders for monitoring the state of repair of the unit for the submission of building/works requisitions and for the regular checking of the progress and keeping the Health & Safety Records Book up to date.

Information and Statistics

To ensure that all observations, discharges and admissions have been recorded on RiO, the electronic system.
To ensure that all necessary documents are uploaded onto the electronic system.
To ensure that all admissions and discharges are logged appropriately.

Training and Development

To undertake mandatory and statutory training as required by Trust policy.
To contribute and commit to undertaking an annual Development Review/appraisal.
To undertake personal development as identified in the Personal Development Plan (PDP).
To undertake and achieve NVQ Business Administration Level 2 and 3.

Job description

Job responsibilities

Secretarial/Administrative Duties

To be responsible for the preparation of ward rounds, to arrange and confirm patients meeting dates, type up and circulate outcomes.
To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority.
To answer telephone calls from patients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.
To format articles to ensure they are presented appropriately for submission to journals.
To greet patients, relatives and visitors with patience and sensitivity, assisting them as appropriate.
To photocopy and fax information, distributing and filing as appropriate.
To sort incoming mail, date stamp and distribute as appropriate.
To extract information for third parties as appropriate.
To take notes at community and staff meetings type up and circulate.
To attend all relevant weekly meetings, ensuring that matters discussed are recorded and actioned appropriately, and that lists are updated and issued promptly.
To contribute to the development and maintenance of administrative procedures.

Ward Based Duties

To arrange appointments for patients to attend x-ray, physiotherapy and other hospital departments as necessary.
To arrange transport, as necessary, for patients in consultation with nursing staff.
To collect and deliver mail to and from the main administration office daily.
To refer all memos, letters, pathology and x-ray reports plus photocopies of section papers to nursing staff.
To be responsible for monitoring stock levels and ordering hardware, linen, crockery, as well as stationery and line supplies.
To receive and check goods delivered to ward.
To report to the Estates Department for maintenance items and Sodexho helpdesk, log accordingly and follow-up on outstanding actions.
To be responsible with the Team Leaders for monitoring the state of repair of the unit for the submission of building/works requisitions and for the regular checking of the progress and keeping the Health & Safety Records Book up to date.

Information and Statistics

To ensure that all observations, discharges and admissions have been recorded on RiO, the electronic system.
To ensure that all necessary documents are uploaded onto the electronic system.
To ensure that all admissions and discharges are logged appropriately.

Training and Development

To undertake mandatory and statutory training as required by Trust policy.
To contribute and commit to undertaking an annual Development Review/appraisal.
To undertake personal development as identified in the Personal Development Plan (PDP).
To undertake and achieve NVQ Business Administration Level 2 and 3.

Person Specification

Training & Qualifications

Essential

oNVQ Business Administration level 2 or 3 or willingness to work towards
oGCSE English or equivalent

Desirable

oNVQ Business Administration level 2 or 3
oECDL

Experience

Essential

oExperience of working within a multi-disciplinary team
oFront line customer service experience
oDemonstrable experience of administrative & secretarial work

Desirable

oPrevious experience in a Health Care setting
oExperience of community working
oExperience of handling telephone calls from distressed individuals
oExperience of using a clinical management information system database

Person Specification

Training & Qualifications

Essential

oNVQ Business Administration level 2 or 3 or willingness to work towards
oGCSE English or equivalent

Desirable

oNVQ Business Administration level 2 or 3
oECDL

Experience

Essential

oExperience of working within a multi-disciplinary team
oFront line customer service experience
oDemonstrable experience of administrative & secretarial work

Desirable

oPrevious experience in a Health Care setting
oExperience of community working
oExperience of handling telephone calls from distressed individuals
oExperience of using a clinical management information system database

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.

Certificate of Sponsorship

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