Job Summary
We are seeking a dedicated and enthusiastic individual to join our team as a Band 2 Ward Clerk within the Frailty Assessment Unit at County Durham and Darlington NHS Foundation Trust. This is a fantastic opportunity for someone who is passionate about providing excellent administrative support and contributing to the delivery of high-quality patient care.
In this role, you will be an integral part of the team, providing vital clerical and administrative assistance that ensures the smooth running of the Frailty Assessment Unit. Your work will help create a welcoming and efficient environment, enabling our clinical team to focus on delivering the best care possible to our elderly patients. Whether it's maintaining accurate records, supporting patient admissions and discharges, or liaising with families and healthcare professionals, your role will make a real difference in the lives of our patients and their families.
As a member of our team, you will have the opportunity to develop your skills within a supportive and collaborative setting.
Main duties of the job
1. To receive patients and visitors to the unit.
2. To input patient admission, attendance, transfer and discharge data to the necessary patient administration & information systems, ensuring patient and GP details are accurate and updated as necessary.
3. To arrange patient follow up and other appointments, as required.
4. To provide administrative support to ward-based clinics, as required.
5. To deal with telephone enquiries, taking and conveying messages appropriately.
6. To sort incoming mail and prepare outgoing mail for posting.
7. To prepare patient admission packs.
8. To maintain ward staff board.
9. To maintain ward information board.
10. To liaise with staff bank regarding shifts requiring nursing/HCA cover, as directed by the nurse in charge.
11. To undertake elements of ward checklist, as required (eg VTE completion).
12. To ensure paper laboratory results are made available to clinical teams for verification.
13. To maintain adequate levels of ward stationery and supplies, using CARDEA as required.
14. To requisition repairs as necessary.
15. The post holder may be required to undertake the role of Information Asset Administrator or Information Asset Owner to provide support to the unit manager.
About Us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary. If you are in the UK on a VISA, please ensure you have no restrictions that would prevent you from taking this post.
Job Description
Job responsibilities
Administrative Support:
1. Maintain accurate, up-to-date patient records in both paper and electronic formats, ensuring strict confidentiality at all times.
2. Enter and update patient information into the hospital's electronic patient record system (EPR) to support seamless care delivery.
3. Manage incoming and outgoing communications, including answering phone calls, directing queries to appropriate staff, and taking accurate messages.
4. Prepare patient documentation for admissions, discharges, and transfers, ensuring all records are complete and accurate.
Patient Flow And Communication:
1. Assist with patient admissions, discharges, and transfers, ensuring all relevant information is documented and communicated effectively.
2. Liaise with the multidisciplinary team, ensuring that patients' needs are communicated and coordinated across all professionals involved in their care.
3. Provide information to patients, families, and external agencies as required, maintaining confidentiality and professionalism in all communications.
Clerical And Office Support:
1. Perform general clerical duties such as filing, photocopying, faxing, and handling correspondence.
2. Ensure the ward office is organized, and manage office supplies to ensure stock levels are maintained.
3. Assist with scheduling patient appointments, meetings, and other activities related to patient care.
Data Entry And Reporting:
1. Ensure the timely and accurate input of patient data related to admissions, transfers, and discharges into the hospital's systems.
2. Assist with the preparation of reports, audits, and any necessary statistical data, helping to support quality improvements and operational efficiency.
Health And Safety:
1. Support infection control practices and ensure a safe, clean, and well-organized environment in accordance with hospital policies and procedures.
2. Adhere to all health and safety guidelines and promptly report any concerns or incidents to senior staff.
Team Support:
1. Collaborate effectively with nursing and clinical staff to facilitate the smooth running of the unit and contribute to team discussions.
2. Be proactive in assisting the clinical team with administrative needs to ensure patient care is delivered efficiently.
3. Participate in team meetings and support a positive working environment by maintaining a professional and supportive attitude.
Person Specification
Experience Essential
* Previous experience in an administrative or clerical role, ideally within a healthcare setting.
* Experience of using computer systems for data entry and record-keeping.
* Familiarity with handling phone calls, managing communications, and taking accurate messages.
Qualifications Essential
* GCSE (or equivalent) in English and Maths, or relevant work experience that demonstrates a good level of written and numerical ability.
Special Skills and Knowledge Essential
* Strong IT skills: Proficiency in Microsoft Office applications (Word, Excel, Outlook) and the ability to quickly learn new software or systems.
* Excellent communication skills: The ability to interact clearly and professionally with patients, families, and healthcare professionals, both in writing and verbally.
* Organizational skills: Ability to manage multiple tasks efficiently, maintain accurate records, and prioritize workloads in a busy environment.
* Attention to detail: High level of accuracy in data entry, record-keeping, and document management.
* Customer service: A professional, courteous approach when dealing with patients, visitors, and colleagues.
* Teamwork: Ability to work well as part of a multidisciplinary team, supporting colleagues and collaborating with clinical staff to ensure smooth patient care.
* Confidentiality: A strong commitment to maintaining patient confidentiality and adhering to data protection policies.
* Adaptability: Ability to remain calm and flexible in a busy and sometimes challenging healthcare 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
County Durham & Darlington NHS Foundation Trust
Address
University Hospital Of North Durham
North Road
Durham
DH1 5TW
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab) #J-18808-Ljbffr