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Detailed job description and main responsibilities

Job Purpose

To assist the Ward Sister/Charge Nurse with general ward administration/clerical duties to ensure the smooth running of the ward as required.

Key Result Areas & performance

1.    Reception Area

·         First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.

·         To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.

·         To register patient details on Cerner ensuring a high level of data accuracy.

·         To admit and discharge on Cerner and on EPRS

·         To deal with written and telephone enquiries for the wards as appropriate.

·         To book follow up appointments as required

·         To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.

·         Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.

·         Provide cover for colleagues during annual leave, sickness and busy periods – this may mean going to different sites/wards.

·         Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.

·         Attend additional training as required and assist new staff with training.

·         On occasion to manage potentially aggressive, verbally abusive visitors to the Ward which must be dealt with appropriately following agreed procedures and protocol.

·         To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.

·         To direct commercial and other visitors to the right department ensuring that the relevant people are notified.

·         To keep up to date record of staff and visitors movement in & out of the ward in line with Health & Safety procedures.

·         Manage tidiness and appearance of reception.

·         To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the medical team directly to arrange where the patient needs to be booked.

·         To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.

·         Check all the medical records in the morning ensuring all loose pages are filed correctly.

·         Update white board as per requirements.

·         Assist nursing staff with ensuring correct wrist band is available in EPRS.

·         Get the Family and Friends Test completed when a patient is discharged.

·         Take/collect TTAs to Pharmacy when the pharmacist is unable to come to the ward.

Ordering, Receiving and Despatching Goods

·         Order all stock for services within site as relevant.

·         Maintain skills in ordering on SBS system.

·         To be responsible for receiving all goods on arrival at bases and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.

·         To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.

General Administration/Clerical

·         To take messages ensuring complete confidentiality in accordance with Trust policy.

·         General filing duties as required.

·         Accurate data entry.

·         Ensure all notice boards are up to date and tidy in consultation with Ward Sister.

·         Provide cover for the above duties across all sites as required.

·         To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.

·         Maintain confidentiality at all times.

·         To book translators when requested by clinicians ensuring they are given a relevant code for the service.

·         To be aware of existing processes and offer suggestions for improving services.

·         Take minutes as required.

·         Any adhoc typing required, i.e. letters etc.

·         Track Medical records on iCare.

·         Ensure all Mandatory training is undertaken in a timely manner.

Any other equivalent duties consistent with the level and purpose of the post.

Ward Specific

·         Raise/cancel orders via telephone to Huntleigh for mattresses, cushions, (hi/low beds). (Specific to your area)

·         Report faulty equipment to Toshiba, clean and put decontamination certificate on it. (Specific to your area)

·         Complete the Capacity documents daily. (Specific to your area)