Job summary
Employer heading
Ward Administrator
Band 2
Job overview
To provide a robust administrative service for busy medical ward. Demonstrable experience in a range of IT skills would be an advantage as would previous administrative or reception demonstrable experience.
University Hospitals NHS Trust supports flexible working applications and can offer a supportive education and development service. We take pride in providing a thorough appraisal annually for all of our trust members.
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Hembury ward has an opportunity for a Ward Clerk to join their team. We specialise in General medicine patients patients. We have a supportive ward team including Registered Nurses, HCA’s, discharge coordinator & another ward clerk. This post is to cover Monday to Friday. We are keen to employ someone who takes pride in reception work and is prepared to work within a clinical area as the reception desk is in the middle of a medical ward.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
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• Check patient details on admission and update on iPM as necessary.
• Manage enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
• Receiving results by telephone from laboratories.
• Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
• Entering admissions and discharges on IPM, including ward transfers, clinical transfers and speciality transfers, updating patient information where necessary.
• Entering EDD on iPM for patients after 24hrs of admission.
• Ensuring that the bed state is kept up to date on IPM in real time.
• Ensure up to date front sheets and labels are available in patient’s notes.
• File reports, ensuring they have firstly been seen and initialled by Medical staff.
• Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes from other departments using computerised tracing system.
• Tracing of notes in and out of ward using the computerised tracing system.
• Ensure notes are filed correctly when patients are discharge/transferred or taken to bereavement services.
• Liaising with other departments and secretaries regarding referrals, appointments, investigations, and referring for transport as required. Updating IPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
• Notify GP in the event of a patient death.
• Keep an up to date list of all investigations requested on the ward and advise junior medical staff accordingly.
• Keep the ward office tidy and stationery replenished, distribute and redirect mail.
• Ensure all faults are reported to Estates for repair in a timely fashion.
• Make up admission packs, etc. as appropriate.
• General use of the VDU for clerical and identification purposes.
• Photocopying and faxing when required.
• Distribution of post and re-directing of mail.
• Liaising with Post Room staff for collection or urgent specimens.
• Work closely with medical staff and with other members of the disciplinary team.
• To integrate into the departmental team and be able to relate to patients and families.
• To request transport as required.
• To deal with bleep enquiries
• To book follow-up appointments for patients as required.
• To ensure notes are available for Clinical Coding following discharge.
• Other duties, which may be allocated by the Ward Manager/Directorate Support Manager.
• To be fully conversant with case note and x-ray management.
- For further details please see attached JD&PS.
Person specification
Knowledge & Experience
Essential criteria
- Previous reception/clerical demonstrable experience
- Proven relevant ICT skills
Desirable criteria
- Previous clerical/admin demonstrable experience within a Primary Care Trust
Qualifications
Essential criteria
- Educated to GCSE level 9-4 in Maths & English or equivalent demonstrable experience
Aptitude & Abilities
Essential criteria
- Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
- Able to utilise own initiative
Documents to download
Further details / informal visits contact
- Name
- Katrina Ladd
- Job title
- Ward manager
- Email address
- [email protected]
- Telephone number
- 01752 432931
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