Job summary Full-time Ward Clerk role available within our Specialty and Integrated Medicine team. We are looking for an enthusiastic and motivated individual who can thrive in a fast-paced environment, where no two days are the same. The right candidate will be able to provide excellent administrative support to our wards at St. Jamess University Hospital. The position offers various shifts across a 7-day period, working opposite to the schedules of other department ward clerks, typically between the hours of 07:00 am and 20:00 pm. There may also be opportunities for cross-covering other wards as and when needed. The successful candidate will undergo a 3-week supernumerary period during which they will shadow other ward clerks in our team. This time is designed to familiarize you with the systems, understand how different wards operate, and determine the best routine for your role once you are assigned to your own ward. Main duties of the job A brief overview of the core duties associated with the ward administration role. Key responsibilities include: - Updating the PAS and PPM systems regularly - Maintaining ward registers - Handling phone calls and messages from staff, departments, or relatives - Arranging transport for patients being discharged, transferred, or attending appointments - Booking follow-up appointments for discharged patients - Documenting admissions, discharges, and transfers - Ensuring an adequate stock of supplies and ordering necessary equipment - Reporting any faults that arise in the ward - Ensuring processes across the ward are complete within deadline timeframes Additionally, the role involves supporting the nurse in charge with various administrative tasks to ensure the ward runs smoothly and efficiently. This includes facilitating the timely movement of patients in line with emergency care standards and being flexible to cover other wards as needed, fostering a positive team atmosphere. About us Our team is a very large hardworking team that offer support across all our 16 ward that we have within our CSU. We have 2 admission wards, 1 Infectious diseases ward, one diabetes and endocrine ward, a general medicine aswell as many older peoples medicine base wards with changes happening all the time and new wards opening and expanding within the CSU constantly its makes the team grow bigger and stronger All our ward clerks work full time, working opposite each other, rearranging their shifts to make sure the ward has a full week cover when one or the other is on annual leave. The atmosphere is the team is brilliant everyone always works with a smile on their face. Our team is always so welcoming to new starters and always on hand if anybody ever needs any support Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 29 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-SIM-156A Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities To undertake administrative duties at ward level including the accurate and timely recording of patient activity data on Trust systems. To undertake clerical and related duties on the ward and enable Sister/Charge Nurse and other ward staff to concentrate more freely on direct patient care. This will involve considerable liaison with other departments and wards on behalf of the ward staff. The jobholder will contribute to the maintenance of an environment for effective care. 3. JOB DIMENSIONS The jobholder will work within an area caring for patients. St Jamess Hospital 37.5 hours a week over a 7-day period, working opposite shifts to other departmental clerks. There will also be times where you will cross cover another ward within our CSU as well as your own. We are looking for an enthusiastic and motivated individual who enjoys the challenge of working in an environment where no two days are the same and who can provide administrative support to the ward at St. Jamess Hospital. The successful applicant will work as part of a team and be responsible for the provision of a high-quality administrative service to the ward. The prime responsibility of the post holder will be to assist the nurse in charge of the ward with a variety of administrative and clerical duties to ensure the smooth running of the unit. A good standard of general education, previous clerical experience and excellent written and oral communication skills are essential. Previous hospital or experience of working within multi-disciplinary teams would be an obvious advantage. 4. ORGANISATION CHART to be added by clinical area 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Qualifications Literate and numerate Experience Previous Clerical Experience (desirable) IT skills Training Willing to undergo training as required. Special Knowledge Insight into role and responsibilities of post Knowledge of Patient Administration Processes Disposition / Attitude Able to work as part of a multidisciplinary team. Committed to working with people. Practical Skills Good interpersonal skills Effectively communicate with patients and team members 6. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centered Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values. Additionally, the following are core values which relate specifically to this post: Respect the contribution of all members within the team and the importance of working together to give patient care. Commitment to contributing to a quality service in an efficient and effective manner. Recognises the importance of confidentiality. 7. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 8. CORE BEHAVIOURS AND SKILLS Personal Motivated Communication Literacy Numeracy Verbal, non-verbal Responsibility to others Reliable Trustworthy Adaptable 9. CORE KNOWLEDGE AND UNDERSTANDING Customer relations Maintaining a safe environment 10. PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY Administrative and Clerical Duties - Record admission, transfer and discharge activity data onto the Trust PAS system. - Arrange patients follow-up appointments using the PAS system and order transport for patients when required. - Record changes to the bed base and inform the relevant corporate team. - Handle telephone calls from relatives, hospital staff, public etc, under guidance where necessary from the sister/Charge Nurse and making calls where appropriate on behalf of ward staff. - Ensure that patients medical records (including x-rays) are available on the ward, obtaining these where necessary from other departments. - Transfer pathology and other reports to patients records, and general collation of records promptly and efficiently, especially on patients discharge. - Deliver patients mail. - Order stationary and complete requisition forms under instruction from Sister/Charge Nurse. - Complete electronic admission/bed system as required. - Maintaining records on behalf of Sister/ Charge Nurse. Assisting to maintain high standards of care. Assist in the welcome and reception of patients and visitors into the clinical area Maintain a safe working environment, reporting incidents, accidents, complaints. Understand the need to maintain and respect patient confidentiality. Participate in in-service training. Participate in mandatory training annually. Participate in annual performance appraisal. Undertake duties on different wards/depts as and when required by service demands Develop good working relationships. Participate in appropriate and relevant communications networks. Ensure the maintenance of good relationships, communications and teamwork with all disciplines within the ward / department. HEALTH AND SAFETY/RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This always includes complying with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system. INFECTION CONTROL The jobholder must always comply with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. PATIENT AND PUBLIC INVOLVEMENT The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility, in agreement with his/her line manager, for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The job holder will undertake all mandatory training required for the role. RESPECT FOR PATIENT CONFIDENTIALITY The job holder should always respect patient confidentiality and not divulge patient information unless sanctioned by the requirements of the role. 11. COMMUNICATION AND WORKING RELATIONSHIP Administration staff Business managers Nursing Staff Allied Health Professions Portering House Keepers Medical Staff 12. SPECIAL WORKING CONDITION i) Physical Effort: Combination of standing, sitting, and walking. Frequent sitting or standing in a restricted position. Light physical effort sits in a restricted position for keyboard work, lifts patients case notes, pushes trolleys with patients notes. Yes. Some moving & handling of equipment daily. Equipment medical records, pushing records trolley. ii) Mental Effort: Frequent concentration. Usually predictable workload. Follows routine and/or direction by registered practitioner. Verbal and written communication skills required. iii) Emotional Effort: Occasional exposure to difficult situations including death and dying, distressed patients and relatives/carers. iv) Working Conditions: Temperature should be controlled but may experience hot or cold work environment. Smells exposure to smells, e.g. body fluids. Violence & Aggression may experience violence and aggression from patients and/or relatives/carers. Job description Job responsibilities To undertake administrative duties at ward level including the accurate and timely recording of patient activity data on Trust systems. To undertake clerical and related duties on the ward and enable Sister/Charge Nurse and other ward staff to concentrate more freely on direct patient care. This will involve considerable liaison with other departments and wards on behalf of the ward staff. The jobholder will contribute to the maintenance of an environment for effective care. 3. JOB DIMENSIONS The jobholder will work within an area caring for patients. St Jamess Hospital 37.5 hours a week over a 7-day period, working opposite shifts to other departmental clerks. There will also be times where you will cross cover another ward within our CSU as well as your own. We are looking for an enthusiastic and motivated individual who enjoys the challenge of working in an environment where no two days are the same and who can provide administrative support to the ward at St. Jamess Hospital. The successful applicant will work as part of a team and be responsible for the provision of a high-quality administrative service to the ward. The prime responsibility of the post holder will be to assist the nurse in charge of the ward with a variety of administrative and clerical duties to ensure the smooth running of the unit. A good standard of general education, previous clerical experience and excellent written and oral communication skills are essential. Previous hospital or experience of working within multi-disciplinary teams would be an obvious advantage. 4. ORGANISATION CHART to be added by clinical area 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Qualifications Literate and numerate Experience Previous Clerical Experience (desirable) IT skills Training Willing to undergo training as required. Special Knowledge Insight into role and responsibilities of post Knowledge of Patient Administration Processes Disposition / Attitude Able to work as part of a multidisciplinary team. Committed to working with people. Practical Skills Good interpersonal skills Effectively communicate with patients and team members 6. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centered Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values. Additionally, the following are core values which relate specifically to this post: Respect the contribution of all members within the team and the importance of working together to give patient care. Commitment to contributing to a quality service in an efficient and effective manner. Recognises the importance of confidentiality. 7. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT) Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition. 8. CORE BEHAVIOURS AND SKILLS Personal Motivated Communication Literacy Numeracy Verbal, non-verbal Responsibility to others Reliable Trustworthy Adaptable 9. CORE KNOWLEDGE AND UNDERSTANDING Customer relations Maintaining a safe environment 10. PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY Administrative and Clerical Duties - Record admission, transfer and discharge activity data onto the Trust PAS system. - Arrange patients follow-up appointments using the PAS system and order transport for patients when required. - Record changes to the bed base and inform the relevant corporate team. - Handle telephone calls from relatives, hospital staff, public etc, under guidance where necessary from the sister/Charge Nurse and making calls where appropriate on behalf of ward staff. - Ensure that patients medical records (including x-rays) are available on the ward, obtaining these where necessary from other departments. - Transfer pathology and other reports to patients records, and general collation of records promptly and efficiently, especially on patients discharge. - Deliver patients mail. - Order stationary and complete requisition forms under instruction from Sister/Charge Nurse. - Complete electronic admission/bed system as required. - Maintaining records on behalf of Sister/ Charge Nurse. Assisting to maintain high standards of care. Assist in the welcome and reception of patients and visitors into the clinical area Maintain a safe working environment, reporting incidents, accidents, complaints. Understand the need to maintain and respect patient confidentiality. Participate in in-service training. Participate in mandatory training annually. Participate in annual performance appraisal. Undertake duties on different wards/depts as and when required by service demands Develop good working relationships. Participate in appropriate and relevant communications networks. Ensure the maintenance of good relationships, communications and teamwork with all disciplines within the ward / department. HEALTH AND SAFETY/RISK MANAGEMENT All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This always includes complying with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system. INFECTION CONTROL The jobholder must always comply with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment. EQUALITY AND DIVERSITY The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. PATIENT AND PUBLIC INVOLVEMENT The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT The jobholder must take responsibility, in agreement with his/her line manager, for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The job holder will undertake all mandatory training required for the role. RESPECT FOR PATIENT CONFIDENTIALITY The job holder should always respect patient confidentiality and not divulge patient information unless sanctioned by the requirements of the role. 11. COMMUNICATION AND WORKING RELATIONSHIP Administration staff Business managers Nursing Staff Allied Health Professions Portering House Keepers Medical Staff 12. SPECIAL WORKING CONDITION i) Physical Effort: Combination of standing, sitting, and walking. Frequent sitting or standing in a restricted position. Light physical effort sits in a restricted position for keyboard work, lifts patients case notes, pushes trolleys with patients notes. Yes. Some moving & handling of equipment daily. Equipment medical records, pushing records trolley. ii) Mental Effort: Frequent concentration. Usually predictable workload. Follows routine and/or direction by registered practitioner. Verbal and written communication skills required. iii) Emotional Effort: Occasional exposure to difficult situations including death and dying, distressed patients and relatives/carers. iv) Working Conditions: Temperature should be controlled but may experience hot or cold work environment. Smells exposure to smells, e.g. body fluids. Violence & Aggression may experience violence and aggression from patients and/or relatives/carers. Person Specification Skills & behaviours Essential Willing to undergo training as required Insight into roles responsibilities of post Motivated Reliable Trustworthy Good interpersonal skills Team working Experience Essential IT skills Desirable Clerical Experience Qualifications Essential Literate/Numerate Person Specification Skills & behaviours Essential Willing to undergo training as required Insight into roles responsibilities of post Motivated Reliable Trustworthy Good interpersonal skills Team working Experience Essential IT skills Desirable Clerical Experience Qualifications Essential Literate/Numerate 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 Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)