Job summary To provide clerical, administrative and reception duties for the Maternity Department. To contribute to efficient and effective care by ensuring all patient records are maintained correctly from admission to discharge. Main duties of the job To ensure patient records are available upon admission or as soon as possible thereafter, liaising with all relevant personnel e.g., Medical Records and Medical Secretaries To maintain patient medical records in good order by filing reports, letters, etc and ensure all investigation reports are available for consultant's rounds. To ensure patient records are tracked into and out of the department. After patient discharge or transfer, ensure that records are complete and 'weeded' according to Trust Guidelines before returning them to Medical Records Department. To complete and update the admissions book and to produce bed states at 4 hourly intervals. To ensure all babies who are on the bed state have an activated security tag, which is registered on the system. To inform the Lead Midwife of any missing or not activated. To enter any necessary patient information onto the computer (ADT - Patient Administration System and VTE Screen) on receiving or discharging patients. To provide a reception service to cover a period over 7 days There may also be a requirement to undertake other similar duties as part of this post to provide a quality service. These will be consistent with the level of responsibilities outlined above. This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder. To cover weekend clinics About us At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace. As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no-one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise. As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise. Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values. Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk) Date posted 12 March 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year pro rota Contract Permanent Working pattern Part-time Reference number 253-0325-6997060 Job locations Russells Hall Hospital Pensnett Road Dudley DY1 2HQ Job description Job responsibilities To provide clerical, administrative and reception duties for the Maternity Department. To contribute to efficient and effective care by ensuring all patient records are maintained correctly from admission to discharge. Structure Chart Principal Duties & Responsibilities To ensure patient records are available upon admission or as soon as possible thereafter, liaising with all relevant personnel e.g., Medical Records and Medical Secretaries To maintain patient medical records in good order by filing reports, letters, etc and ensure all investigation reports are available for consultants rounds. To ensure patient records are tracked into and out of the department. After patient discharge or transfer, ensure that records are complete and weeded according to Trust Guidelines before returning them to Medical Records Department. To complete and update the admissions book and to produce bed states at 4 hourly intervals. To ensure all babies who are on the bed state have an activated security tag, which is registered on the system. To inform the Lead Midwife of any missing or not activated. To enter any necessary patient information onto the computer (ADT - Patient Administration System and VTE Screen) on receiving or discharging patients. To provide a reception service to cover a 24-hour period over 7 days, ensuring all visitors to the department are authorised. There may also be a requirement to undertake other similar duties as part of this post to provide a quality service. These will be consistent with the level of responsibilities outlined above. This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder. To cover weekend clinics COMMUNICATION To provide a reception service to the Maternity Unit, liaising with midwifery staff as appropriate, and including monitoring visitors access and egress from the ward at all times, alerting the ward manager/shift lead, midwifery staff and/or security guards as appropriate to any unauthorised visitors/untoward behaviour. Diary checking. To liaise with medical records when making appointments for patients to attend other departments or other hospitals and advising patients. To communicate with patients GP surgeries as required. To answer the telephone and deal with enquiries, referring all matters pertaining to the patients condition to the midwifery staff. To receive results and reports over the telephone and ensure the relevant midwifery staff are informed. To support the Community Midwifery Message Service during weekends and Bank Holidays. ORDERING AND REPORTING To assist midwifery staff with the upkeep of stationery stocks for ward/unit. To report, record and requisition building and engineering maintenance requests as directed by the midwife in charge. To arrange transport for patients as necessary. To arrange for patients to be transferred within the hospital via porters. GENERAL ADMINISTRATIVE SERVICES To photocopy as required. To print leaflets/labels as required. To file and keep in good order all patient records as per Trust Policy. To assist with patients non-medical requests or visitor enquiries. PERSONAL RESPONSIBILITIES Reporting for duty punctually, in uniform. Maintaining a good relationship with colleagues, patients and their relatives. Reporting verbal complaints or unusual occurrences to the midwife in charge immediately. Be aware of Trust Policies and keep abreast of changes Attend mandatory training and development courses To undertake the ward clerk development programme as directed by the Trust. Be aware of sickness and absence procedures and your responsibility with regard to this. There may also be a requirement to undertake other similar duties as part of this post to provide a quality service. These will be consistent with the level of responsibilities outlined above. This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder. Job description Job responsibilities To provide clerical, administrative and reception duties for the Maternity Department. To contribute to efficient and effective care by ensuring all patient records are maintained correctly from admission to discharge. Structure Chart Principal Duties & Responsibilities To ensure patient records are available upon admission or as soon as possible thereafter, liaising with all relevant personnel e.g., Medical Records and Medical Secretaries To maintain patient medical records in good order by filing reports, letters, etc and ensure all investigation reports are available for consultants rounds. To ensure patient records are tracked into and out of the department. After patient discharge or transfer, ensure that records are complete and weeded according to Trust Guidelines before returning them to Medical Records Department. To complete and update the admissions book and to produce bed states at 4 hourly intervals. To ensure all babies who are on the bed state have an activated security tag, which is registered on the system. To inform the Lead Midwife of any missing or not activated. To enter any necessary patient information onto the computer (ADT - Patient Administration System and VTE Screen) on receiving or discharging patients. To provide a reception service to cover a 24-hour period over 7 days, ensuring all visitors to the department are authorised. There may also be a requirement to undertake other similar duties as part of this post to provide a quality service. These will be consistent with the level of responsibilities outlined above. This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder. To cover weekend clinics COMMUNICATION To provide a reception service to the Maternity Unit, liaising with midwifery staff as appropriate, and including monitoring visitors access and egress from the ward at all times, alerting the ward manager/shift lead, midwifery staff and/or security guards as appropriate to any unauthorised visitors/untoward behaviour. Diary checking. To liaise with medical records when making appointments for patients to attend other departments or other hospitals and advising patients. To communicate with patients GP surgeries as required. To answer the telephone and deal with enquiries, referring all matters pertaining to the patients condition to the midwifery staff. To receive results and reports over the telephone and ensure the relevant midwifery staff are informed. To support the Community Midwifery Message Service during weekends and Bank Holidays. ORDERING AND REPORTING To assist midwifery staff with the upkeep of stationery stocks for ward/unit. To report, record and requisition building and engineering maintenance requests as directed by the midwife in charge. To arrange transport for patients as necessary. To arrange for patients to be transferred within the hospital via porters. GENERAL ADMINISTRATIVE SERVICES To photocopy as required. To print leaflets/labels as required. To file and keep in good order all patient records as per Trust Policy. To assist with patients non-medical requests or visitor enquiries. PERSONAL RESPONSIBILITIES Reporting for duty punctually, in uniform. Maintaining a good relationship with colleagues, patients and their relatives. Reporting verbal complaints or unusual occurrences to the midwife in charge immediately. Be aware of Trust Policies and keep abreast of changes Attend mandatory training and development courses To undertake the ward clerk development programme as directed by the Trust. Be aware of sickness and absence procedures and your responsibility with regard to this. There may also be a requirement to undertake other similar duties as part of this post to provide a quality service. These will be consistent with the level of responsibilities outlined above. This job description may be reviewed from time to time in light of developments and may be amended in consultation with the post holder. Person Specification Essential Essential GCSE in English and Math's Grade C or above (or equivalent) Computer literacy Typing skills Confident telephone manner Willing to be trained in I.T. skills Understanding of confidentiality. Excellent communication skills Non-judgmental when dealing with the public Able to fulfill the requirements of the role Excellent customer service skills Able to deal with a steady flow of work and sudden episodes of heavy influx of work. Personal qualities Essential Able to relate to the public calmly and in a professional manner. Able to work as part of a team Confident manner Desirable Evidence of personal and professional development. Desirable Desirable 6 months administrative and clerical experience Previous experience in a similar role Evidence of personal and professional development. Person Specification Essential Essential GCSE in English and Math's Grade C or above (or equivalent) Computer literacy Typing skills Confident telephone manner Willing to be trained in I.T. skills Understanding of confidentiality. Excellent communication skills Non-judgmental when dealing with the public Able to fulfill the requirements of the role Excellent customer service skills Able to deal with a steady flow of work and sudden episodes of heavy influx of work. Personal qualities Essential Able to relate to the public calmly and in a professional manner. Able to work as part of a team Confident manner Desirable Evidence of personal and professional development. Desirable Desirable 6 months administrative and clerical experience Previous experience in a similar role Evidence of personal and professional development. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name The Dudley Group NHS Foundation Trust Address Russells Hall Hospital Pensnett Road Dudley DY1 2HQ Employer's website https://www.dgft.nhs.uk/ (Opens in a new tab)