Ashford & St. Peter's Hospitals NHS Foundation Trust
Swift Ward currently has a vacancy for a full time, permanent Ward Clerk, to join our team to provide key admin support.
The successful applicant will undertake administrative/secretarial and reception duties under the supervision and management of the Ward manager. We are looking for an enthusiastic, motivated and flexible person to work with our friendly team.
The role will require you to undertake a number of activities including filing medical notes for coding, supporting the discharge process, arranging referrals, and helping to provide first line telephone and face-to-face contact to members of the public, staff and sometimes patients.
You will have excellent interpersonal and organisational skills, and manage and prioritise your own workload and project a professional image.
The successful candidate will be required to work to a high standard and will be able to maintain both electronic/computerised records in accordance with the Trust standards. Applicants should have some previous experience of carrying out general administrative procedures in an office environment. Experience of using software packages including Microsoft Word is essential.
In return we offer opportunities for training and development, access to the NHS Pension Scheme, work perks, NHS discounts, and opportunities for flexible and remote working where roles allow this, and access to on-site wellbeing and childcare facilities (nursery).
Main duties of the job
The postholder will:
* Undertake reception duties along with clerical and administrative support to the ward/department.
* Come into direct contact with patients, carers, relatives and healthcare professionals.
* Provide timely and accurate communication to facilitate effective team functioning.
* Be responsible for chasing notes and outside covers.
* Be responsible for booking follow up appointments.
* Remain up to date with changing practices and make use of all training and development opportunities.
* Maintain appearance and behaviour in keeping with a member of the clinical team and co-operate with and gain an understanding of the professional role of others.
Job responsibilities
Administrative and Clerical
* Access Cerner and identify and book appropriate follow up appointments as requested by medical and nursing staff.
* Send any relevant paperwork or telephone patients informing them of an appointment time and any other relevant information pertinent to their appointment.
* Be responsible for filing patients records and correspondence.
* Receive visitors to the ward/department and ensure they are directed to the appropriate areas and that relevant personnel are informed of their arrival.
* Answer telephone and co-ordinate messages, initiating action accordingly.
* Assist with patients property checks, receipts of property and safe storage as necessary.
* Be responsible for admitting, discharging and transferring patients on Cerner in a timely manner.
* Manage patients food orders on the ward (liaising with the catering department regarding any patients complaints).
* Handle patients insurance claims, forwarding to appropriate places.
* Categorise all blood results (Pre op results, discharge results, in patient results, liaising with doctors for signatures).
* Evaluate patients needs, particularly when dealing with anxious, upset, abusive or aggressive patients and seek supportive help from nursing staff as required.
* Understand the need for strict confidentiality especially when dealing with sensitive information.
* Undertake a full range of reception duties for the ward/department.
* Deal with telephone enquiries regarding all out patient follow up appointments and make appropriate changes/amendments on Cerner.
* Order stationary and other office supplies including patient information leaflets and monitor usage.
* Order ward/department equipment as required or process requisitions for repair as necessary.
* Liaise with company reps regarding upkeep and orders of all ward patient equipment on loan.
* Prepare patients records and x-rays for the ward/department.
* File results of patients investigations in a timely manner.
* Run daily reports and any other ad hoc reports from Cerner for the ward/department.
* Advise patients of waiting time for appointments.
* Liaise with GPs, medical staff, other wards/departments, physiotherapists and colleagues as required.
* Open post for the ward/department.
* Book transport and fax requests as required.
* Undertake photocopying and other general clerical duties as required for the ward/department.
* Prioritise own workload, and work without supervision.
* Participate in audits and surveys.
* Assist in training others on the use of Cerner/Oracle.
* Transfer discharge letters to GPs.
* Assist with payment for amenity rooms.
* Assist in completion of evaluation.
Other Responsibilities
* Attend ward/department staff meetings and other meetings as appropriate.
* Attend mandatory training as required.
* Participate in the ward/departments appraisal process as an appraise.
* Support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Person Specification
* GCSE level or equivalent.
* Previous administrative or clerical experience.
* Knowledge regarding Cerner.
* Evidence of excellent verbal and written communication skills.
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 name
Ashford & St. Peter's Hospitals NHS Foundation Trust
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