About this role
Job summary
*** This vacancy is currently only open to Herefordshire and Worcestershire NHS staff ***
An exciting opportunity has arisen within Birch Day Case Unit at the Alexandra Hospital, Redditch for 0.58 WTE Band 3 Ward Clerk. This equates to 22 hours per week
We are looking for a highly motivated individual who is keen to work in a busy and growing environment within an extremely supportive team.
Experience would be desirable, but not essential as full training will be given. Computer literacy of a high standard would be expected as the job involves a lot of access to Trust IT systems.
We would like someone who has an excellent customer service approach, as you will be the first member of the team that our patients will meet.
You need to be able to multi-task and work under pressure, as the job can be fast paced at times
The unit takes various surgical specialties such as general surgery, urology, gynaecology, orthopaedics and vascular surgery.
We have also expanded care into interventional radiology and operate a Theatre Admissions Unit.
The Day Unit currently has 19 trolley spaces and 3 seated spaces in use at any one time, which are reused over the day to maximise volume of patients that come through our unit. The Theatre Admissions Unit has 9 seated spaces.
Currently the hours will be split from Mon-Fri between 7am-8pm, with potential for later working and weekend work. You will be required to work a mix of shift patterns and be flexible.
Main duties of the job
To provide administrative and clerical support to the ward, professional qualified staff and provide first point of contact to all users of the service.
To take a key role in allocating patients to maximise capacity within the unit
To ensure the availability of accurate patient records and documentation as per Trust policies and procedures
To deal with patients relatives and other members of the public politely and efficiently and ensure confidentiality and security of patient information as per Trust policy
About us
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday 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 Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a DBS 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 Supporting Information section for more details on DBS checks and costs.
Job description Job responsibilities
Key Duties
Responsible for undertaking phone calls for next day admissions to pre-empt cancellations
Responsible for generating and sending out patient admission letters for Ophthalmology GA patients
Responsible for the administration of the generic email account and placing additional TCI requests in partnership with the Nurse in Charge for the day
Assisting in planning the weekly allocation sheets and as new booking come in that these are checked regularly to ensure capacity is not exceeded alongside checking the theatre management system Bluespier for changes to allocated patients
Provide correct starving instructions to patients relevant to their admission time if requested via telephone pre-admission
Contact patients via telephone to change TCI times as required
Scanning to email the optometrist referrals after the GA cataract surgeries
Preparing daily notes for DSU organising all the correct paperwork for the correct surgeries
If patient cancels surgery inform relevant personnel cancel on Allscripts PAS and update to reflect the cancellation
Responsible for discharging the patients as they go home throughout the day on Allscripts PAS or transferring them to a ward if the patient does not go home
On day of surgery when patients arrive check their demographic details are correct and admit and amend any necessary details on Allscripts PAS
The workstation is required to be kept clean and tidy in line with infection control policy
To receive general telephone calls taking messages accurately and passing these on to the correct person dealing with initial enquiries in a friendly professional name and referring the call to the relevant member of staff as appropriate
To update and maintain filing systems in the unit to enable timely and accurate information retrieval
Maintain records regarding admission discharges ward attender appointments on clinical IT systems
To undertake other relevant clerical duties as required including photocopying receiving sorting and distribution of mail basic typing and sending emails
Responsible for preparing discharge notes for scanning.
Responsible for ordering and maintaining stock stationary levels through our ordering system Xerox
Ensure that all notes are tracked to the relevant department
Arrange for urgent collection and delivery of notes as required
Ensure that patient case notes are available creating event notes when needed including patient labels and wrist bands. Maintain case notes in a tidy manner filing patient documents in accordance with Trust policy
Provide appropriate information to the Private Patients Officer regarding overseas and private patients
Assigned Tasks within Ward/Department
To assist with reception and comfort of relatives as requested by nursing staff
Work collaboratively as part of an integrated team
Organise own day to day work tasks showing an ability to prioritise in order to achieve set timescales
Ability to make decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision
General Responsibilities
To ensure the confidentiality of all patient information and Trust business.
To comply with all Trust policies and procedures.
In accordance with the Trusts Health and Safety Policy, the post holder must take reasonable care of their own health and that of others who may be affected by their acts or omissions at work. The post holder must cooperate 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 accident or 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 unit
To respond appropriately to clinical emergencies as directed by the nurse in charge
To contribute or to participate in any initiatives to improve the quality of service to patients
Person Specification
Qualifications Essential
Good general education e.g. GCSE English and Maths A-C or equivalent NVQ Level 3 or equivalent qualification within administration or equivalent experience
Desirable
Basic IT qualification
Experience Essential
Previous clerical or reception experience within a hospital or customer service environment
Desirable
Knowledge of medical terminology Previous scheduling experience
Skills and Knowledge Essential
Excellent communication skills. Excellent telephone manner. Excellent IT skills with a recognised qualification Experience in dealing tactfully with the general public. Ability to problem solve. Ability to work as part of the ward team. Good time management skills Ability to multi task Ability to work in a fast-paced environment
Desirable
Familiar with Allscripts Pas, patient administration systems. CLIP Bluespier
Personal Qualities and other job requirements Essential
Demonstrate initiative, motivation and ability to prioritise workload Calm approach to work duties and ability to work in a busy environment Assist in the allocation of booked admissions to the Day Case Unit. Willingness to undertake further training and self-development. Compliance with Trust Dress Code. Ability to work flexibly Ability to undertake manual handling and movement tasks
Trust values Essential
Able to demonstrate our Trust values and behaviours Being open and honest we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns. Ensuring people feel cared for we all take responsibility for actively supporting and nurturing a kind and compassionate environment for ourselves and others. Showing respect for everyone we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.
Herefordshire and Worcestershire NHS staff Job Vacancy Essential
This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
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 Worcestershire Acute Hospitals NHS Trust
Alexandra Hospital
Woodrow Drive
Redditch
Worcestershire
B987UB
United Kingdom
Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)