Job responsibilities
Job Purpose:
Providing
an efficient administrative service to the Ward / Unit Manager and supporting
the team within AMU and AEC. Responsible for the day-to-day administration of
the ward ensuring service users / patients and staff are provided with a
comprehensive support service.
Key
Duties:
To
undertake clinical administrative work as required by the ward clinical team /
Unit Manager.
Providing
cover and support, working as a team, within and provide cover in different
locations
To
deal efficiently with all correspondence, monitoring telephone enquiries and
providing information as appropriate.
To
type and compose letters, memoranda and other documentation as required.
To
source and précis information as required.
Using
Microsoft Excel produce reports, graphs and charts as requested.
To
convene and attend regular ward meetings as required, producing agendas and
accurate minutes, making all necessary arrangements, including the collation of
papers and agenda items.
To
deal with enquiries/visitors.
To
deal with patient enquiries.
To
liaise and deal with all departments and external agencies, patients and
carers.
Undertake
office duties including faxing, filing, photocopying, dealing with incoming /
outgoing mail. Dealing with all telephone calls and associated duties in an
efficient and timely manner.
Support
the Ward Manager / Unit Manager with staff related tasks, such as sickness and
annual leave recording on ESR.
Under
the direction of the nurse in charge / Unit Manager, to assist with the
necessary clerical arrangements involved in the admission and discharge of
patients, including the organisation of admission packs for the admitting nurse
and requesting of medical notes by liaising with healthcare records.
To
assist the Ward Manager / Unit Manager in assessing and arranging maintenance
of buildings and equipment, liaising with contractors to ensure the safe
operation for service users / patients
Maintaining
efficient filing systems for patients records and documentation, carrying out
regular checks on the correct filing of all information in line with
Information Governance procedures
Updating
information boards as directed by the nurse in charge.
Assist
with the administration of staff rotas
Making
up of staff induction packs and student welcome packs.
Support
the ward assistant with monitoring and maintaining adequate levels of all stock
and non-stock items etc.in line with standing financial instructions
May
be required to handle patients cash and valuables according to Trust
procedures and where necessary issue and account for petty cash expenditure
Support
ward clerks with arranging transport and appointments for patients as and when
required.
Arranging
translation services for patients.
To
undertake any other duties that would be a reasonable expectation of the role.
Vision and Values:
The Trust aims to provide local services for local people.
It has developed its vision to reflect this commitment.
To continue to be the major provider of acute/specialist
services for the people of Worcestershire (and wider) with a strong reputation
for providing outstanding, high quality, reliable, accessible and integrated
healthcare for local people
Driving this commitment are the Trust-wide signature
behaviours:
Do what we say we will do
No Delays, every day
We listen, we learn, we lead
Work together, celebrate together
Standard Clauses:
The purpose of this post should
remain constant, but the duties and responsibilities may vary over time within
the overall role and level of the post.
The post holder may from time to time be asked to undertake other
reasonable duties. Any such changes will
be made in discussion with the post holder in the light of service needs.
Competence
The post holder is responsible for
limiting his / her actions to those which s/he feels competent to
undertake. If the post holder has any
doubts as to his or her competence during the course of his / her duties then
s/he should immediately speak to their line manager or supervisor.
Codes
of conduct
All employees of the Trust who are
required to be registered with a professional body, to enable them to practise
within their profession, are required to comply with their code of conduct and
requirements of their professional registration. Those staff that are not required to be
registered with a professional body are required to comply with the Trusts
codes of conduct.
Confidentiality
The post holder must maintain
confidentiality, security and integrity of information relating to patients,
staff and other Health Service business.
Records
Management
All employees of the Trust are
legally responsible for all records that they gather, create or use as part of
their work within the Trust (including patient, financial, personnel and
administrative), whether paper or computer based. All such records are considered public
records and all employees have a legal duty of confidence to service
users. Employees should consult their manager
if they have any doubt as to the correct management of records with which they
work.
Health
and Safety
Employees must be aware of the
responsibilities placed on them under the Health and Safety at Work Act (1974)
and the Manual Handling Operations Regulations (1992) and all relevant Trust
Health and Safety Policies and Guidance.
This ensures that the agreed safety procedures are carried out to
maintain a safe environment for employees, patients and visitors to the Trust.
Infection
Control
Employees must accept personal
responsibility and accountability for Infection Prevention and Control
practice. Employees should ensure they
are familiar with, and comply with, all relevant Infection Control policies for
minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory
updates in Infection Control.
Non
Smoking Policy
The
Trusts approach to smoking is in line with the governments on-going
initiatives for an eventual smoke-free environment. It aims to adhere to
the Worcestershire Health Community Campaign to help Worcestershire stop
smoking.
A no
smoking environment policy exists within all Trust premises including entrances
and exits to hospital buildings and on other Trust property (with the exception
of staff resident in staffresidences, as these are the homes of staff).
In June 2014 a ban was implanted which meant staff, contractors and volunteers
were no longer permitted to smoke in any of the hospital grounds, including car
parks.
Further
to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have
all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of
the public, patients and visitors are not allowed to smoke in any of the acute
hospital grounds, including car parks.
Risk
Management
It is a standard element of the role
and responsibility of all employees of the Trust that they fulfil a proactive
role towards the management of risk in all of their actions. This entails the risk assessment of all
situations, taking appropriate actions, and reporting all incidents, near
misses, and hazards promptly. It is a
contractual obligation that all employees must co-operate with any
investigations undertaken.
Children
and vulnerable adults
You have a responsibility for
promoting and safeguarding the welfare of the children / young people /
vulnerable adults that you come into contact with or are responsible for in
your job role and sphere of competence.
Disclosure
and Barring Service
The Trust aims to promote equality
of opportunity for all, with the right mix of talent, skills and
potential. Criminal records will be
taken into account for recruitment purposes, only when the conviction is
relevant. As the Trust meets the
requirements in respect of exempted questions under the Rehabilitation of
Offenders Act 1974, all applicants who are offered employment will be subject
to a criminal record check from the Disclosure and Barring Service before the
appointment is confirmed. This will
include details of cautions, reprimands or final warnings, as well as
convictions. Postholders may
periodically be asked to undertake a re-check.
The Trust is legally required to
check all staff against the Disclosures and Barring Services Childrens and
Vulnerable Adults barring lists if they engage in what is defined as Regulated
Activity or Controlled Activity: Regulated Activity is defined as working
closely with children or vulnerable adults, paid or unpaid, on a frequent or
intensive basis. Controlled activity is
work that provides opportunities for contact with children or vulnerable
adults.
Equality and Diversity
The Trust promotes policies and
practices that challenge discrimination, promote equality, respect individual
needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality
for all in employment practices based on an applicants ability, skills and
aptitude for the post. A range of
equality & diversity policy initiatives are in place and all successful
applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to
comply with the detail and spirit of these policies and the law at all
times. Any issues or concerns you have
should be taken up with your manager or the human resource team as soon as
possible.
Dignity
All employees must treat each person
as an individual, offering a personalised service respecting peoples dignity
and modesty at all times.
