About this role
Job summary
Are you self-motivated and able to motivate others, organized, able to meet deadlines and work flexibly to suit departmental 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 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
Job Purpose
To provide clerical support. 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.
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.
Provide general clerical support such as photocopying, typing, opening and sending post, stock and equipment ordering and monitoring, stationary orders, personnel administration, arranging repairs.
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 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 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 who 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.
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, or their records. This includes caterers, cleaners, administrators, contractors, maintenance workers and their managers and supervisors.
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.
Conflict of Interest
The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trusts 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 their private 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
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 https://www.worcsacute.nhs.uk/ (Opens in a new tab)