Ward Clerk

Job description

Job responsibilities

1. To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties which will include:

• Dealing appropriately with all telephone and email enquiries.
• Using a range of software programmes to produce, maintain and distribute documents, including reports, spread sheets, databases and presentations.
• Typing skills.
• Photocopying, scanning, emailing, faxing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all staff and patient records, files and filing lists are maintained and kept up-to-date.
• Setting up and maintaining comprehensive, confidential records and filing systems ensuring that all records are kept up to date and filing is carried out in a timely manner.
• Collecting, opening, date stamping, franking, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing mail is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents as requested.
• Identify and report areas within working processes and procedures that could improve service delivery.
• Dealing appropriately with all email and telephone enquiries and face to face patient contact, which may on occasion be upsetting.

2. To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, distributing agendas and papers, note taking, making room bookings, arranging meeting room layout, equipment, hospitality and greeting visitors.

3. To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.

4. To complete admission and discharge documentation. Utilising SystmOne and PAS data information systems.

5. Inputting onto various databases and systems, e.g., SystmOne, PAS, and designated spread sheets, within the required timescales and deadlines

6. To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using Powergate and carrying out research on products or services, as required.

7. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

8. In conjunction with colleagues, to ensure that petty cash and other monies are collected and accurately recorded and banked promptly to comply with procedures and financial standing orders.

9. Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites in Norfolk.

10. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

Person Specification

Qualifications

Essential

• oNumerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
• oNVQ Level 2 in Business Administration or equivalent experience
• oGood keyboard and IT skills

Desirable

• oNVQ Level 3 in Business Administration, or equivalent
• oECDL, or equivalent

Experience

Essential

• oProven administration experience in a busy office environment
• oProven experience of working as part of a team

Desirable

• oKnowledge of NHS
• oKnowledge of NHS ordering systems
• oKnowledge of SystmOne

Skills, Abilities and Knowledge

Essential

• oComprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
• oGood organisational and communications skills
• oTyping skills
• oProven ability to work on own initiative, without direct supervision, prioritising and managing own workload
• oArticulate, calm, polite and well-motivated with a positive attitude to customer care
• oEffective listening skills

Desirable

• oEnhanced IT skills
• oPlanning skills
• oCustomer care skills

Personal Attributes / Behaviours

Essential

• oEnthusiastic and motivated
• oCommitted to providing the best possible service to patients
• oTact and diplomacy

Other

Essential

• oFlexible attitude and approach to work to meet patient/service needs
• oAble to make own transport arrangements to meet the needs of the service
• oWillingness to cover in other geographical locations

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).

Employer details

Employer name

Norfolk Community Health and Care NHS Trust

Address

Kelling Hospital

Old Cromer Road

Holt

NR25 6QA

Employer's website

https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)