Job summary
We are seeking a highly motivated individual to join our team on South ward based at Fairfield General Hospital as our Ward Clerk.
South ward is a 22 bedded male acute ward who provides care for services users with a range of mental illnesses. We aim to offer the best care we can provide to both patients and those that support them. We will work with families and carers on a discharge pathway back into the community, into their own homes and where this is not possible, assist in a smooth and dignified transfer into permanent care.
The individual will be required to provide comprehensive administrative support, ensuring work is produced effectively and efficiently in accordance with Trust policies and procedures, whilst maintaining consistently high standards at all times.
Main duties of the job
The post holder will be expected to undertake all aspects of the role identified in the job description and meet the requirements of the person specification. They will provide comprehensive secretarial support and administrative assistance to the Multi-Disciplinary Team on Ramsbottom ward, supporting the Ward Manager and Nursing staff and liaising with other professionals on the ward.
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.
Our ambition is to maximise people's potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Job description
Job responsibilities
Making up and obtaining medical notes on admission to ward.Ensuring correct / neat filing within the case notes in a timely manner in line with standards for record keeping.Performing telephone duties, taking messages and relaying accurate information to the relevant sources, ensuring polite and courteous telephone manner at all times.Allocating relevant documents for admission of patients and entering basic details as appropriate. Adhere to records management policy.Input of patient details onto the computer system in a timely and accuratemanner.To ensure an accurate bed occupancy state is available by maintenance ofinformation held on the PARIS system for each patient on the ward, to include admission referrer, Area PCT, transfer, AWOLs, suspended leaves and discharge.Take bookings and log in diary-appointments.Face to face contact with patients, relatives/carers, other professionals i.e.Solicitors / Police / Social Workers / GPs as first point of contact onto the ward creating a positive and courteous approach. Ensure the fire register is signed by staff and visitors. Welcome and provide refreshments for all service users onto the ward.Act as a liaison and messenger between other hospital wards and departments.Liaise with patients and their relatives providing appropriate accurate information, or referring them to a member of nursing staff, when a clinical perspective is required.Maintain adequate stock levels of stationery / medical supplies / food for ward use, through the ordering of stock supplies.Ordering of non-stock supplies utilising purchase order system.To work as part of the secretarial / administrative team and provide cover when required.Point of contact for safer staffing (via email / telephone).Prepare and update nursing board daily.To be able to work using own initiative and prioritising own workload.Produce written protocols for administrative processes.Support and oversee administrative work carried out by new administrative staff.Prepare yearly off duties / time owing / leave logs.Provide up-to-date bed state to bed management team.Undertake the sending of information to carers.Requesting notes for junior doctors and nursing staff for audits.Time table meetings and send out dates and times of CPAs / Ward rounds to advocacy.Attend team meetings / nursing assistant meetings and qualified nursing staff /business and governance as requested and take minutes.To ensure the policies and procedures of the trust are followed at all times.To undertake photocopying for the ward i.e. admission packs, welcome packs and induction packs for new staff.Log all compliments / complaints / family and friend tests and send to governance.Arrange transport, meetings, hotel / courses booking as required.Communicate 7 day follow up to care co-ordinator and governance and discharge prescription to GP.Arrange interpreters for meetings.
Job description
Job responsibilities
Making up and obtaining medical notes on admission to ward.Ensuring correct / neat filing within the case notes in a timely manner in line with standards for record keeping.Performing telephone duties, taking messages and relaying accurate information to the relevant sources, ensuring polite and courteous telephone manner at all times.Allocating relevant documents for admission of patients and entering basic details as appropriate. Adhere to records management policy.Input of patient details onto the computer system in a timely and accuratemanner.To ensure an accurate bed occupancy state is available by maintenance ofinformation held on the PARIS system for each patient on the ward, to include admission referrer, Area PCT, transfer, AWOLs, suspended leaves and discharge.Take bookings and log in diary-appointments.Face to face contact with patients, relatives/carers, other professionals i.e.Solicitors / Police / Social Workers / GPs as first point of contact onto the ward creating a positive and courteous approach. Ensure the fire register is signed by staff and visitors. Welcome and provide refreshments for all service users onto the ward.Act as a liaison and messenger between other hospital wards and departments.Liaise with patients and their relatives providing appropriate accurate information, or referring them to a member of nursing staff, when a clinical perspective is required.Maintain adequate stock levels of stationery / medical supplies / food for ward use, through the ordering of stock supplies.Ordering of non-stock supplies utilising purchase order system.To work as part of the secretarial / administrative team and provide cover when required.Point of contact for safer staffing (via email / telephone).Prepare and update nursing board daily.To be able to work using own initiative and prioritising own workload.Produce written protocols for administrative processes.Support and oversee administrative work carried out by new administrative staff.Prepare yearly off duties / time owing / leave logs.Provide up-to-date bed state to bed management team.Undertake the sending of information to carers.Requesting notes for junior doctors and nursing staff for audits.Time table meetings and send out dates and times of CPAs / Ward rounds to advocacy.Attend team meetings / nursing assistant meetings and qualified nursing staff /business and governance as requested and take minutes.To ensure the policies and procedures of the trust are followed at all times.To undertake photocopying for the ward i.e. admission packs, welcome packs and induction packs for new staff.Log all compliments / complaints / family and friend tests and send to governance.Arrange transport, meetings, hotel / courses booking as required.Communicate 7 day follow up to care co-ordinator and governance and discharge prescription to GP.Arrange interpreters for meetings.
Person Specification
Education / Qualifications
Essential
- NVQ 3 qualification or relevant experience
- IT Literate
Experience
Essential
- Demonstrable clerical experience on a ward setting
- Raising orders
Desirable
- Previous experience of working in NHS setting
Knowledge
Essential
- Knowledge of Microsoft Office Applications
- Awareness of mental health difficulties.
- Understanding of issues of confidentiality
- Knowledge of PARIS
Desirable
- Knowledge of NHS electronic systems
Skills & Abilities
Essential
- Good communication skills in both written and spoken English
- Ability to work as part of a team and on own initiative
- Ability to work under pressure with sensitive, sometimes distressing information.
- Excellent time management and prioritising skills
Work Related Circumstances
Essential
- Willing to work flexibly within the demands of the post
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
Person Specification
Education / Qualifications
Essential
- NVQ 3 qualification or relevant experience
- IT Literate
Experience
Essential
- Demonstrable clerical experience on a ward setting
- Raising orders
Desirable
- Previous experience of working in NHS setting
Knowledge
Essential
- Knowledge of Microsoft Office Applications
- Awareness of mental health difficulties.
- Understanding of issues of confidentiality
- Knowledge of PARIS
Desirable
- Knowledge of NHS electronic systems
Skills & Abilities
Essential
- Good communication skills in both written and spoken English
- Ability to work as part of a team and on own initiative
- Ability to work under pressure with sensitive, sometimes distressing information.
- Excellent time management and prioritising skills
Work Related Circumstances
Essential
- Willing to work flexibly within the demands of the post
- Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs
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).
