Job summary
We are seeking a dedicated and enthusiastic individual to
join our team as a Band 2 Ward Clerk within the Frailty Assessment Unit at
County Durham and Darlington NHS Foundation Trust. This is a fantastic
opportunity for someone who is passionate about providing excellent
administrative support and contributing to the delivery of high-quality patient
care.
In this role, you will be an integral part of the team,
providing vital clerical and administrative assistance that ensures the smooth
running of the Frailty Assessment Unit. Your work will help create a welcoming
and efficient environment, enabling our clinical team to focus on delivering
the best care possible to our elderly patients. Whether its maintaining
accurate records, supporting patient admissions and discharges, or liaising
with families and healthcare professionals, your role will make a real
difference in the lives of our patients and their families.
As a member of our team, you will have the
opportunity to develop your skills within a supportive and collaborative
setting.
Main duties of the job
To
receive patients and visitors to the unit
To input
patient admission, attendance, transfer and discharge data to the necessary
patient administration & information systems, ensuring patient and GP
details are accurate and updated as necessary To arrange patient follow up and other
appointments, as required
To
provide administrative support to ward-based clinics, as required
To deal
with telephone enquiries, taking and conveying messages appropriately
To sort
incoming mail and prepare outgoing mail for posting
To
prepare patient admission packs
To
maintain ward staff board
To
maintain ward information board
To liaise
with staff bank regarding shifts requiring nursing/HCA cover, as directed by
the nurse in charge
To
undertake elements of ward check-list, as required (eg VTE completion)
To ensure
paper laboratory results are made available to clinical teams for verification
To maintain
adequate levels of ward stationery and supplies, using CARDEA as required
To
requisition repairs as necessary
The post
holder holder may be required to undertake the role of Information Asset
Administrator or Information Asset Owner to provide support to the unit manager
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
Administrative Support:
Maintain accurate, up-to-date patient records in both paper
and electronic formats, ensuring strict confidentiality at all times.
Enter and update patient information into the hospital's
electronic patient record system (EPR) to support seamless care delivery.
Manage incoming and outgoing communications, including answering
phone calls, directing queries to appropriate staff, and taking accurate
messages.
Prepare patient documentation for admissions, discharges,
and transfers, ensuring all records are complete and accurate.
Patient Flow and Communication:
Assist with patient admissions, discharges, and transfers,
ensuring all relevant information is documented and communicated effectively.
Liaise with the multidisciplinary team, ensuring that
patients' needs are communicated and coordinated across all professionals involved
in their care.
Provide information to patients, families, and external
agencies as required, maintaining confidentiality and professionalism in all
communications.
Clerical and Office Support:
Perform general clerical duties such as filing, photocopying,
faxing, and handling correspondence.
Ensure the ward office is organized, and manage office
supplies to ensure stock levels are maintained.
Assist with scheduling patient appointments, meetings, and
other activities related to patient care.
Data Entry and Reporting:
Ensure the timely and accurate input of patient data related
to admissions, transfers, and discharges into the hospitals systems.
Assist with the preparation of reports, audits, and any
necessary statistical data, helping to support quality improvements and
operational efficiency.
Health and Safety:
Support infection control practices and ensure a safe,
clean, and well-organized environment in accordance with hospital policies and
procedures.
Adhere to all health and safety guidelines and promptly
report any concerns or incidents to senior staff.
Team Support:
Collaborate effectively with nursing and clinical staff to
facilitate the smooth running of the unit and contribute to team discussions.
Be proactive in assisting the clinical team with
administrative needs to ensure patient care is delivered efficiently.
Participate in team meetings and support a
positive working environment by maintaining a professional and supportive
attitude
Job description
Job responsibilities
Administrative Support:
Maintain accurate, up-to-date patient records in both paper
and electronic formats, ensuring strict confidentiality at all times.
Enter and update patient information into the hospital's
electronic patient record system (EPR) to support seamless care delivery.
Manage incoming and outgoing communications, including answering
phone calls, directing queries to appropriate staff, and taking accurate
messages.
Prepare patient documentation for admissions, discharges,
and transfers, ensuring all records are complete and accurate.
Patient Flow and Communication:
Assist with patient admissions, discharges, and transfers,
ensuring all relevant information is documented and communicated effectively.
Liaise with the multidisciplinary team, ensuring that
patients' needs are communicated and coordinated across all professionals involved
in their care.
Provide information to patients, families, and external
agencies as required, maintaining confidentiality and professionalism in all
communications.
Clerical and Office Support:
Perform general clerical duties such as filing, photocopying,
faxing, and handling correspondence.
Ensure the ward office is organized, and manage office
supplies to ensure stock levels are maintained.
Assist with scheduling patient appointments, meetings, and
other activities related to patient care.
Data Entry and Reporting:
Ensure the timely and accurate input of patient data related
to admissions, transfers, and discharges into the hospitals systems.
Assist with the preparation of reports, audits, and any
necessary statistical data, helping to support quality improvements and
operational efficiency.
Health and Safety:
Support infection control practices and ensure a safe,
clean, and well-organized environment in accordance with hospital policies and
procedures.
Adhere to all health and safety guidelines and promptly
report any concerns or incidents to senior staff.
Team Support:
Collaborate effectively with nursing and clinical staff to
facilitate the smooth running of the unit and contribute to team discussions.
Be proactive in assisting the clinical team with
administrative needs to ensure patient care is delivered efficiently.
Participate in team meetings and support a
positive working environment by maintaining a professional and supportive
attitude
Person Specification
Experience
Essential
- Previous experience in an administrative or clerical role, ideally within a healthcare setting.
- Experience of using computer systems for data entry and record-keeping.
- Familiarity with handling phone calls, managing communications, and taking accurate messages.
Desirable
- Experience working in a hospital or healthcare environment, especially in a patient-facing role or in supporting clinical staff.
- Previous experience in using hospital information systems or electronic patient record systems (EPR)
Qualifications
Essential
- GCSE (or equivalent) in English and Maths, or relevant work experience that demonstrates a good level of written and numerical ability.
Desirable
- NVQ level 2
- Formal qualification in administration or office management.
- Training in customer service or health-related administrative roles would be beneficial.
Special Skills and Knowledge
Essential
- Strong IT skills: Proficiency in Microsoft Office applications (Word, Excel, Outlook) and the ability to quickly learn new software or systems. Experience in using electronic patient management systems is a plus.
- Excellent communication skills: The ability to interact clearly and professionally with patients, families, and healthcare professionals, both in writing and verbally.
- Organizational skills: Ability to manage multiple tasks efficiently, maintain accurate records, and prioritize workloads in a busy environment.
- Attention to detail: High level of accuracy in data entry, record-keeping, and document management.
- Customer service: A professional, courteous approach when dealing with patients, visitors, and colleagues.
- Teamwork: Ability to work well as part of a multidisciplinary team, supporting colleagues and collaborating with clinical staff to ensure smooth patient care.
- Confidentiality: A strong commitment to maintaining patient confidentiality and adhering to data protection policies.
- Adaptability: Ability to remain calm and flexible in a busy and sometimes challenging healthcare environment.
Desirable
- Knowledge of medical terminology or previous experience in a healthcare-related administrative position.
- Problem-solving skills and the ability to adapt to changing priorities.
Person Specification
Experience
Essential
- Previous experience in an administrative or clerical role, ideally within a healthcare setting.
- Experience of using computer systems for data entry and record-keeping.
- Familiarity with handling phone calls, managing communications, and taking accurate messages.
Desirable
- Experience working in a hospital or healthcare environment, especially in a patient-facing role or in supporting clinical staff.
- Previous experience in using hospital information systems or electronic patient record systems (EPR)
Qualifications
Essential
- GCSE (or equivalent) in English and Maths, or relevant work experience that demonstrates a good level of written and numerical ability.
Desirable
- NVQ level 2
- Formal qualification in administration or office management.
- Training in customer service or health-related administrative roles would be beneficial.
Special Skills and Knowledge
Essential
- Strong IT skills: Proficiency in Microsoft Office applications (Word, Excel, Outlook) and the ability to quickly learn new software or systems. Experience in using electronic patient management systems is a plus.
- Excellent communication skills: The ability to interact clearly and professionally with patients, families, and healthcare professionals, both in writing and verbally.
- Organizational skills: Ability to manage multiple tasks efficiently, maintain accurate records, and prioritize workloads in a busy environment.
- Attention to detail: High level of accuracy in data entry, record-keeping, and document management.
- Customer service: A professional, courteous approach when dealing with patients, visitors, and colleagues.
- Teamwork: Ability to work well as part of a multidisciplinary team, supporting colleagues and collaborating with clinical staff to ensure smooth patient care.
- Confidentiality: A strong commitment to maintaining patient confidentiality and adhering to data protection policies.
- Adaptability: Ability to remain calm and flexible in a busy and sometimes challenging healthcare environment.
Desirable
- Knowledge of medical terminology or previous experience in a healthcare-related administrative position.
- Problem-solving skills and the ability to adapt to changing priorities.
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.
