King's College Hospital NHS Foundation Trust
To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking.
To be flexible with own workload, and be able to prioritise work to meet deadlines.
To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board. You will be required to perform quality checks to ensure accuracy.
To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.
To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times; all signage must be laminated for infection control purposes.
To rotate between the Critical Care Units as required, as well as covering colleagues for annual leaves, sickness etc., as directed by the Critical Care Matron.
Main duties of the job
To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times.
To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff.
To sort mail on a daily basis, redirecting mail appropriately.
Using Oracle ordering system to order stationery as required, checking that all stock is delivered and managing any problems in relation to these orders, ensuring value for money at all times. Regular stock level checks are to be done to ensure efficiency in stock management.
To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.
To provide sickness certificates and letters for patients as requested by the nurse in charge.
To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP, ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning/tracking patient notes back to medical records when required and ensuring that patient's notes are scanned onto Epic when required.
About us
King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King's to another level.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job responsibilities
Job summary:
To provide an effective administrative service, ensuring the smooth and efficient running of the Critical Care Units and some minute taking.
To be flexible with own workload, and be able to prioritise work to meet deadlines.
To rotate between the Critical Care Units as required, as well as covering colleagues for annual leave, sickness etc. as directed by the Critical Care Matron.
To ensure data is inputted accurately in a timely manner, including patient information on EPIC Apollo, allocation book and the patient bed board. You will be required to perform quality checks to ensure accuracy.
To liaise with the multi-disciplinary team, internal and external agencies to ensure continuity in achieving excellence in patient care.
The allocation book must be written up in a timely manner ensuring all members of staff are written in and double check against the rota; where there is a staffing shortage, NHSP requests must be put on the system as far out in advance as possible to ensure the staffing requirements are met.
To contact and book Bank staff on a daily basis, liaising with the NHS Professionals, ensuring booking reference numbers are obtained prior to the start of each shift. Agency staff to be booked only as a last resort.
To provide the Matron with an up-to-date list of staffing numbers on a daily basis and to keep Matron informed of any progress/changes throughout the day.
To create posters and signs, liaising with other departments to ensure accurate information is displayed professionally at all times; all signage must be laminated for infection control purposes.
To act as first point of contact for patients, relatives and visitors attending the units and to ensure that they are appropriately greeted and directed at all times.
To answer telephone enquiries in a professional and sensitive manner, directing calls to the appropriate staff.
To sort mail on a daily basis, redirecting mail appropriately.
Using Oracle ordering system to order stationery as required, checking that all stock is delivered and managing any problems in relation to these orders, ensuring value for money at all times. Regular stock level checks are to be done to ensure efficiency in stock management.
To check the relative's room each morning, ensuring that room is adequately stocked with tea and relative information sheets and to remove all bed linen on a daily basis.
To provide help and facilities (i.e. telephone) for distressed and bereaved relatives to contact their friends and families, and to act in a professional, sympathetic and caring manner at all times.
To provide sickness certificates and letters for patients as requested by the nurse in charge.
To assist in finding temporary accommodation in the Salvation Army for relatives of patients.
Management of Electronic/Manual medical records
To ensure each morning that all admissions and discharges are entered into Epic Apollo, Bed Board and the Allocation Book. Check each patient's demographic details (address, post-code, GP, ethnic and religion) are correct. To obtain patient's notes on admission and to track on discharge, returning/tracking patient notes back to medical records when required and ensuring that patient's notes are scanned onto Epic when required.
To ensure that the Epic bed state is a true and accurate reflection of the actual patient's movements. To be responsible for alerting any discrepancies via e-mail to the appropriate department and copied to the Senior Audit nurse.
To be able to generate a new hospital number for new patients to King's College Hospital, through Epic Apollo system.
To ensure patient's notes are available for the Relative Liaison Officer (Bereavement), and to take deceased patient's property to the Relative Liaison Office as promptly as possible, documenting this in the property book and the Unit Diary.
To ensure that each patient has one hospital unit number and that case notes are correctly amalgamated. Any discrepancies are reported to Medical Records via email and copied to the Senior Audit nurse.
To conduct quality audits e.g. monthly medical notes audit, within set timeframes and to produce an audit cycle as necessary.
Clerical / Administrative
To assist in the clerical duties associated with the admission and discharge of patients. This includes ensuring that any previous notes (even from another hospital) are obtained and available at the bedside.
On discharge of a patient, to ensure notes are returned to their rightful department straight away.
In the absence of health care assistants, to order beds electronically as requested by the nurse in charge.
To empty the unit safe each morning, taking all patients' valuables to the Patient advice and liaison office (PALS) or the cashiers office according to hospital policy and documenting this clearly in the patients' notes and the Unit Diary.
To liaise with Relatives Liaison (Bereavement Services) and Patient's Advice and Liaison Office (PALS), regarding releasing or investigating the location of patient's property and valuables adhering to Hospital policy.
To liaise with the maintenance department on a daily basis, either electronically or by telephone (for emergencies) and to have a system in place to track all outstanding requests, keeping the Matron informed of all issues.
To open and distribute mail, forwarding mail to patients who have already been discharged.
To ensure that the unit bed boards and the allocation books are updated continually when patients are admitted and discharged from the units.
Check that consultant's details are correct for all admissions, checking this information against the information on Epic and the patient's notes.
To be responsible for the unit diary, ensuring all queries are investigated/solved, to ensure staff signs with name and comment as appropriate, to feedback progress/problems to the nurse in charge.
To liaise with Sodexo/Medirest (i.e. porters and housekeeping) as required ensuring adequate supply of stock to the Units e.g. linen, scrub suits etc.
To ensure that photocopying for the Units is of high standards and that there is enough paper stationery available on both Units.
Monitor readings for the photocopier and order regular supplies of toner and staples and to action any mechanical problems.
To ensure that personal mandatory training i.e. Manual Handling, Fire Training and Health and Safety is undertaken on an annual basis; this can be reviewed on the 'Wired' programme.
To attend and contribute to the unit meetings as a member of the unit team, to create agendas and to take accurate minutes and send to the appropriate staff in a timely fashion.
Ensure the safety of patients, visitors and staff, and to report all incidents and hazards to the nurse in charge.
General
The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.
To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
To observe and maintain strict confidentiality of personal information relating to patients and staff.
To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
All employees must hold an 'nhs.net' account which will be the Trust's formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.
Infection Control Statement
The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.
These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training. These standards must be strictly complied with at all times.
Person Specification
Education / Qualification / Knowledge
* GCSE A-C grade in English or equivalent NVQ Level 2/3 in Business Administration / Secretarial or equivalent.
* Previous admin/clerical/receptionist experience coupled with the ability to liaise effectively with all levels of staff.
* Ability to prioritise work within a fast changing environment and meet deadlines.
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.
King's College Hospital NHS Foundation Trust
£29,485 to £31,088 a year per annum including HCA.
#J-18808-Ljbffr