Ward Clerk, Ward 12

Job description

Job summary

Are you self-motivated and able tomotivate others, organized, able to meet deadlines and work flexibly to suitdepartmental needs

Main duties of the job

This non-clinical post, supporting the clinical team on Ward 12, will be an integral part of the ward team, and be responsible for the patient notes, answering the telephones and ordering stock. This role will not support direct patient care.

Working Pattern of Monday - Friday 7am - 3pm

About us

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

Job Purpose

To provide clerical support.To ensure the availability of accurate patient records and documentation as perTrust policies and procedures. To deal with patients, relatives and othermembers of the public politely and efficiently and ensure confidentiality andsecurity of patient information as per Trust policy.

Key Duties

To provide a reception service, dealing with initial enquiries, gathering basic information and taking initial action within defined protocols to assist in resolving any queries.

To keep staff informed of admissions and discharges, and to deal with queries from other members of staff and members of the public, in person or on the telephone.

To receive general telephone calls, recording messages and dealing with initial enquiries, referring the call to the relevant member of staff, as appropriate. To assist in admitting and discharging patients using manual and computerised systems.

To file reports, correspondence, forms, etc. in patients notes in an ordered manner, to facilitate the efficient retrieval of such documentation on request.

To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval.

To arrange transport between departments and to destinations outside the hospital, as required.

To assist with housekeeping duties within ward/department.

To maintain effective communication with ward clerk / clerical team assistant colleagues within the department.

To provide relief cover within the Directorate undertaking any duties within the scope of the ward clerk / clerical team assistant role.

Arrange follow up appointments for patients prior to discharge.

Ensure that patient case notes are available, creating temporary notes whilst original notes are located. Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients. Ensure that all case notes movements are tracked on PAS, including collection and return of case notes to main maternity filing department.

Facilitate the prompt collection of data by liaison with the clinical coding department.

Assisting junior doctors with administrative tasks such as form completion, bereavement paperwork and audits, ordering and tracking of case notes.

Providegeneral clerical support such as photocopying, typing, opening and sendingpost, stock and equipment ordering and monitoring, stationary orders, personneladministration, arranging repairs.

GeneralResponsibilities

To ensure the confidentiality of all patient information and Trust business.

To comply with all Trust Policies and Procedures.

In accordance with the Trust's Health and Safety Policy, the postholder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work.

The postholder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace.

To report any accidents, untoward incidents and complaints.

To create and maintain positive working relationships with colleagues and other staff within the workplace.

To act always in a manner which will promote a good image of the ward/department.

To respond appropriately to clinical emergencies as directed by the ward manager in charge.

To contribute / to participate in any initiatives to improve the quality of service to patients.

Standard Clauses:

The purpose of this post shouldremain constant, but the duties and responsibilities may vary over time withinthe overall role and level of the post. The post holder may from time to timebe asked to undertake other reasonable duties. Any such changes will be made indiscussion with the post holder in the light of service needs.

Competence

The post holder is responsible forlimiting his/her actions to those which s/he feels competent to undertake. Ifthe post holder has any doubts as to his or her competence during the course ofhis/her duties then s/he should immediately speak to their line manager orsupervisor.

Codesof conduct

All employees of the Trust who arerequired to be registered with a professional body, to enable them to practisewithin their profession, are required to comply with their code of conduct andrequirements of their professional registration. Those staff who are notrequired to be registered with a professional body are required to comply withthe Trusts codes of conduct.

Confidentiality

The post holder must maintainconfidentiality, security and integrity of information relating to patients,staff and other Health Service business.

RecordsManagement

All employees of the Trust arelegally responsible for all records that they gather, create or use as part oftheir work within the Trust (including patient, financial, personnel andadministrative), whether paper or computer based. All such records are consideredpublic records and all employees have a legal duty of confidence to serviceusers. Employees should consult their manager if they have any doubt as to thecorrect management of records with which they work.

Healthand Safety

Employees must be aware of theresponsibilities placed on them under the Health and Safety at Work Act (1974)and the Manual Handling Operations Regulations (1992) and all relevant TrustHealth and Safety Policies and Guidance.This ensures that the agreed safety procedures are carried out tomaintain a safe environment for employees, patients and visitors to the Trust.

InfectionControl

Employees must accept personalresponsibility and accountability for Infection Prevention and Controlpractice. Employees should ensure theyare familiar with, and comply with, all relevant Infection Control policies forminimising the risk of avoidable Health Care Associated Infection. AllEmployees must undertake annual mandatory updates in Infection Control.

RiskManagement

It is a standard element of the roleand responsibility of all employees of the Trust that they fulfil a proactiverole towards the management of risk in all of their actions. This entails therisk assessment of all situations, taking appropriate actions, and reportingall incidents, near misses, and hazards promptly. It is a contractualobligation that all employees must co-operate with any investigationsundertaken.

Childrenand vulnerable adults

You have a responsibility forpromoting and safeguarding the welfare of the children/young people/vulnerableadults that you come into contact with or are responsible for in your job roleand sphere of competence.

Disclosureand Barring Service

The Trust aims to promote equalityof opportunity for all, with the right mix of talent, skills andpotential. Criminal records will betaken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements inrespect of exempted questions under the Rehabilitation of Offenders Act 1974,all applicants who are offered employment will be subject to a criminal recordcheck from the Disclosure and Barring Service before the appointment isconfirmed. This will include details ofcautions, reprimands or final warnings, as well as convictions. Postholders mayperiodically be asked to undertake a re-check.

The Trust is legally required tocheck all staff against the Disclosures and Barring Services Childrens andVulnerable Adults barring lists if they engage in what is defined as RegulatedActivity or Controlled Activity: Regulated Activity is defined as workingclosely with children or vulnerable adults, paid or unpaid, on a frequent orintensive basis. Controlled activity is work that provides opportunities forcontact with children or vulnerable adults, or their records. This includescaterers, cleaners, administrators, contractors, maintenance workers and theirmanagers and supervisors.

Equality and Diversity

The Trust promotes policies andpractices that challenge discrimination, promote equality, respect individualneeds, preferences and choices, and protects human rights. The Trust has aclear commitment to equality for all in employment practices based on anapplicants ability, skills and aptitude for the post. A range of equality& diversity policy initiatives are in place and all successful applicantsare expected to familiarise themselves with these. It is therefore the duty ofevery employee to comply with the detail and spirit of these policies and thelaw at all times. Any issues or concerns you have should be taken up with yourmanager or the human resource team as soon as possible.

Dignity

All employees must treat each personas an individual, offering a personalised service respecting peoples dignityand modesty at all times.

Conflictof Interest

The Trust is responsible forensuring that the service provided for patients and its care meet the higheststandard. Equally, it is responsible forensuring that staff do not abuse their official position for personal gain orto benefit their family or friends. TheTrusts Standing Orders require any member of staff to declare any interest,direct or indirect, with contracts involving the Trust. Staff are not allowed to further theirprivate interests in the course of their NHS duties.

Job description
Job responsibilities

Job Purpose

To provide clerical support.To ensure the availability of accurate patient records and documentation as perTrust policies and procedures. To deal with patients, relatives and othermembers of the public politely and efficiently and ensure confidentiality andsecurity of patient information as per Trust policy.

Key Duties

To provide a reception service, dealing with initial enquiries, gathering basic information and taking initial action within defined protocols to assist in resolving any queries.

To keep staff informed of admissions and discharges, and to deal with queries from other members of staff and members of the public, in person or on the telephone.

To receive general telephone calls, recording messages and dealing with initial enquiries, referring the call to the relevant member of staff, as appropriate. To assist in admitting and discharging patients using manual and computerised systems.

To file reports, correspondence, forms, etc. in patients notes in an ordered manner, to facilitate the efficient retrieval of such documentation on request.

To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval.

To arrange transport between departments and to destinations outside the hospital, as required.

To assist with housekeeping duties within ward/department.

To maintain effective communication with ward clerk / clerical team assistant colleagues within the department.

To provide relief cover within the Directorate undertaking any duties within the scope of the ward clerk / clerical team assistant role.

Arrange follow up appointments for patients prior to discharge.

Ensure that patient case notes are available, creating temporary notes whilst original notes are located. Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients. Ensure that all case notes movements are tracked on PAS, including collection and return of case notes to main maternity filing department.

Facilitate the prompt collection of data by liaison with the clinical coding department.

Assisting junior doctors with administrative tasks such as form completion, bereavement paperwork and audits, ordering and tracking of case notes.

Providegeneral clerical support such as photocopying, typing, opening and sendingpost, stock and equipment ordering and monitoring, stationary orders, personneladministration, arranging repairs.

GeneralResponsibilities

To ensure the confidentiality of all patient information and Trust business.

To comply with all Trust Policies and Procedures.

In accordance with the Trust's Health and Safety Policy, the postholder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work.

The postholder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace.

To report any accidents, untoward incidents and complaints.

To create and maintain positive working relationships with colleagues and other staff within the workplace.

To act always in a manner which will promote a good image of the ward/department.

To respond appropriately to clinical emergencies as directed by the ward manager in charge.

To contribute / to participate in any initiatives to improve the quality of service to patients.

Standard Clauses:

The purpose of this post shouldremain constant, but the duties and responsibilities may vary over time withinthe overall role and level of the post. The post holder may from time to timebe asked to undertake other reasonable duties. Any such changes will be made indiscussion with the post holder in the light of service needs.

Competence

The post holder is responsible forlimiting his/her actions to those which s/he feels competent to undertake. Ifthe post holder has any doubts as to his or her competence during the course ofhis/her duties then s/he should immediately speak to their line manager orsupervisor.

Codesof conduct

All employees of the Trust who arerequired to be registered with a professional body, to enable them to practisewithin their profession, are required to comply with their code of conduct andrequirements of their professional registration. Those staff who are notrequired to be registered with a professional body are required to comply withthe Trusts codes of conduct.

Confidentiality

The post holder must maintainconfidentiality, security and integrity of information relating to patients,staff and other Health Service business.

RecordsManagement

All employees of the Trust arelegally responsible for all records that they gather, create or use as part oftheir work within the Trust (including patient, financial, personnel andadministrative), whether paper or computer based. All such records are consideredpublic records and all employees have a legal duty of confidence to serviceusers. Employees should consult their manager if they have any doubt as to thecorrect management of records with which they work.

Healthand Safety

Employees must be aware of theresponsibilities placed on them under the Health and Safety at Work Act (1974)and the Manual Handling Operations Regulations (1992) and all relevant TrustHealth and Safety Policies and Guidance.This ensures that the agreed safety procedures are carried out tomaintain a safe environment for employees, patients and visitors to the Trust.

InfectionControl

Employees must accept personalresponsibility and accountability for Infection Prevention and Controlpractice. Employees should ensure theyare familiar with, and comply with, all relevant Infection Control policies forminimising the risk of avoidable Health Care Associated Infection. AllEmployees must undertake annual mandatory updates in Infection Control.

RiskManagement

It is a standard element of the roleand responsibility of all employees of the Trust that they fulfil a proactiverole towards the management of risk in all of their actions. This entails therisk assessment of all situations, taking appropriate actions, and reportingall incidents, near misses, and hazards promptly. It is a contractualobligation that all employees must co-operate with any investigationsundertaken.

Childrenand vulnerable adults

You have a responsibility forpromoting and safeguarding the welfare of the children/young people/vulnerableadults that you come into contact with or are responsible for in your job roleand sphere of competence.

Disclosureand Barring Service

The Trust aims to promote equalityof opportunity for all, with the right mix of talent, skills andpotential. Criminal records will betaken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements inrespect of exempted questions under the Rehabilitation of Offenders Act 1974,all applicants who are offered employment will be subject to a criminal recordcheck from the Disclosure and Barring Service before the appointment isconfirmed. This will include details ofcautions, reprimands or final warnings, as well as convictions. Postholders mayperiodically be asked to undertake a re-check.

The Trust is legally required tocheck all staff against the Disclosures and Barring Services Childrens andVulnerable Adults barring lists if they engage in what is defined as RegulatedActivity or Controlled Activity: Regulated Activity is defined as workingclosely with children or vulnerable adults, paid or unpaid, on a frequent orintensive basis. Controlled activity is work that provides opportunities forcontact with children or vulnerable adults, or their records. This includescaterers, cleaners, administrators, contractors, maintenance workers and theirmanagers and supervisors.

Equality and Diversity

The Trust promotes policies andpractices that challenge discrimination, promote equality, respect individualneeds, preferences and choices, and protects human rights. The Trust has aclear commitment to equality for all in employment practices based on anapplicants ability, skills and aptitude for the post. A range of equality& diversity policy initiatives are in place and all successful applicantsare expected to familiarise themselves with these. It is therefore the duty ofevery employee to comply with the detail and spirit of these policies and thelaw at all times. Any issues or concerns you have should be taken up with yourmanager or the human resource team as soon as possible.

Dignity

All employees must treat each personas an individual, offering a personalised service respecting peoples dignityand modesty at all times.

Conflictof Interest

The Trust is responsible forensuring that the service provided for patients and its care meet the higheststandard. Equally, it is responsible forensuring that staff do not abuse their official position for personal gain orto benefit their family or friends. TheTrusts Standing Orders require any member of staff to declare any interest,direct or indirect, with contracts involving the Trust. Staff are not allowed to further theirprivate interests in the course of their NHS duties.

Person Specification

Personal Qualities

Essential

• - Well motivated
• - Flexible attitude to routine / non-routine work
• - Calm approach to work duties
• - Appreciates when to refer/seek assistance
• - Tactful, patient, good listener
• - Able to work as part of ward/ department team
• - Understanding of Ward Clerk role in relation to delivering high quality patient care

Qualifications

Essential

• No qualifications required for this role

Other Job Requirements

Essential

• - Understanding of importance of confidentiality.
• - Conscious of appropriate image and self-presentation to suit ward/department.
• - Willing to undertake training/ self-development.
• - Able to undertake any of the manual handling requirements of the role
• Standard Clauses
• A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
• All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and Barring lists.

Desirable

• - Awareness of Health and Safety

Skills and Knowledge

Essential

• - Basic inputting / keyboard skills. Good verbal communication skills.
• - Good telephone manner.
• - Able to pass on accurate written messages/ write simple reports
• - Legible handwriting.
• - Basic numeracy.

Desirable

• - Familiarity with computerised patient information systems

Experience

Essential

• - Previous clerical/reception experience preferably in hospital environment

Desirable

• - Previous ward clerk/clerical team assistant experience.
• - Previous clerical / reception experience in hospital environment

Person Specification
Personal Qualities

Essential

• - Well motivated
• - Flexible attitude to routine / non-routine work
• - Calm approach to work duties
• - Appreciates when to refer/seek assistance
• - Tactful, patient, good listener
• - Able to work as part of ward/ department team
• - Understanding of Ward Clerk role in relation to delivering high quality patient care

Qualifications

Essential

• No qualifications required for this role

Other Job Requirements

Essential

• - Understanding of importance of confidentiality.
• - Conscious of appropriate image and self-presentation to suit ward/department.
• - Willing to undertake training/ self-development.
• - Able to undertake any of the manual handling requirements of the role
• Standard Clauses
• A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
• All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and Barring lists.

Desirable

• - Awareness of Health and Safety

Skills and Knowledge

Essential

• - Basic inputting / keyboard skills. Good verbal communication skills.
• - Good telephone manner.
• - Able to pass on accurate written messages/ write simple reports
• - Legible handwriting.
• - Basic numeracy.

Desirable

• - Familiarity with computerised patient information systems

Experience

Essential

• - Previous clerical/reception experience preferably in hospital environment

Desirable

• - Previous ward clerk/clerical team assistant experience.
• - Previous clerical / reception experience in hospital environment

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust
Address

Alexandra Hospital

Redditch

Worcestershire

B98 7UB

United Kingdom

Employer's website