Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday - Friday 0800 - 1600)
- Job ref
- 839-6722270-RB
- Employer
- Norfolk Community Health and Care NHS Trust
- Employer type
- NHS
- Site
- Swaffham Community Hospital
- Town
- Swaffham
- Salary
- £24,071 - £25,674 pro rata per annum
- Salary period
- Yearly
- Closing
- 03/11/2024 23:59
- Interview date
- 13/11/2024
Employer heading
Ward Clerk
Band 3
NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.
Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community.
Job overview
We are looking for a highly motivated, friendly individual to join The West Admin Team and provide comprehensive ward clerk support to our inpatient unit at Swaffham Community Hospital.
Candidates should possess excellent communication, administration and IT skills (particularly experience with Microsoft Office). Being able to work as part of a team, as well as using own initiative and working to deadlines are key skills in this role. Ability to demonstrate excellent organisational skills is also essential along with customer care skills.
This is a substantive Band 3, full-time post for 37.5 hours per week, based at Swaffham Community Hospital. These full time hours are 08:00 - 16:00 with a 30 minute lunch break.
Main duties of the job
Responsibilities will include recording admissions, transfers, and discharges on SystmOne, with also undertaking ward clerk daily mandatory tasks. The ward clerk is required to maintain strict confidentiality and will be expected to deal with patients and relatives with courtesy and discretion at all times.
Candidates will need to be able to evidence a good solid background working in a busy office environment and have experience of undertaking a range of administrative duties. Previous experience of dealing with members of the public in a working environment with efficient organisation and reception skills are essential. Knowledge of SystmOne and PAS, would be an advantage, but training can be provided for the successful candidate.
Working for our organisation
Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.
Detailed job description and main responsibilities
1 To carry out and prioritise a variety of administrative and clerical duties and undertake other general office/ward duties, prioritise and generate own workload which will include:
• to undertake receptionist/telephonist duties
• be a point of contact for internal and external callers and visitors
• accepting deliveries
• re-directing callers and service users
• completing admissions and discharges
• printing, scanning and filing
• receiving and sending mail
• researching and circulating documents
2 To communicate with patients and other stakeholders at an appropriate level, providing clear information and guidance. Dealing with patients’ fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries. Taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
3 Dealing appropriately with all telephone and email enquiries as well as face to face patient contact, which may include investigating and problem solving as well as regularly dealing with matters of a complex and/or distressing nature.
4 To complete admission and discharge documentation. Utilising SystmOne and PAS data information systems to print patient’s wristbands, labels and emergency contact details.
5 Manage Ward View on SystmOne, taking responsibility for Milestones, monitoring alert indicators, making bed reservations and amend ward stay notes accordingly.
6 Liaising with the Community Access Team for the handover of patients to be admitted and the Discharge Coordinator regarding the efficient discharge of patients from the Unit.
7 Scan and email medication requests to Norfolk and Norwich University Hospital (NNUH) pharmacy and file appropriately in patient’s notes.
8 Booking, cancelling and amending Outpatient Appointments for patients on the ward as instructed by clinical staff and booking the appropriate transport for their needs and updating SystmOne for the purpose of communication.
9 Processing RIP documentation by liaising with clinical staff, communicating with bereaved families and contacting funeral services to ensure a respectful and efficient service.
10 Using a range of software programmes to produce, maintain and distribute documents, including reports, Excel spreadsheets, and databases
11 Photocopying, scanning, emailing, distributing and filing letters, reports and other correspondence promptly and efficiently, ensuring that all patient records, files and filing lists are maintained and kept up to date.
12 Setting up and maintaining comprehensive, confidential records and filing systems ensuring that all records are kept up to date and filing is carried out in a timely manner.
13 Collecting, opening, sorting and distributing mail in a timely manner, relating it to previous correspondence as appropriate and ensuring that outgoing mail is sent in a timely manner.
14 Inputting onto various databases and systems, e.g. SystmOne, PAS, Daily OPEL, UKROC, ICE and Spine Portal, and designated spread sheets, including pre-admission referrals and adding to waiting lists, within the required timescales and deadlines.
15 To be responsible for the efficient use of office equipment and supplies, requisitioning goods and services using Powergate and carrying out research on products or services, as required. Ensure the ward is stocked with medication charts and forms which support patient’s care.
16 To receive non controlled drugs in accordance with Trust protocol guidelines, ensuring secure storage.
17 In conjunction with colleagues, to ensure that monies, valuables and keys are collected, accurately recorded, and stored safely to comply with procedures.
18 To make room bookings as requested by colleagues via the Cloud booking system.
19 When requested to activate key fobs for appropriate entry in areas of the ward for staff.
20 Researching appropriate websites, downloading and circulating documents as requested.
21 Identify and report areas within working processes and procedures that could improve service delivery.
22 To support the ward manager and team with any ad-hoc general admin tasks.
23 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
24 Provide cover in other departments as required, during periods of absence, as directed by the Admin Team Leader. This may require travelling to other sites in Norfolk.
25 It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person specification
Qualifications
Essential criteria
- • Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- • NVQ Level 3 in Business Administration, or equivalent experience
- • Proven IT skills
Experience
Essential criteria
- • Proven administration experience in a busy office environment
- • Proven experience of working as part of a team
- • Knowledge and understanding of computerised patient’s administration systems e.g. SystmOne, PAS
- • NHS medical terminology
Desirable criteria
- • Knowledge of NHS ordering systems
Skills, Abilities and Knowledge
Essential criteria
- • Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
- • Typing skills
- • Good organisational and communication skills
- • Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- • Articulate, calm, polite and well-motivated with a positive attitude to customer care
- • Effective listening skills
Desirable criteria
- • Planning skills
- • Customer care skills
Personal Attributes
Essential criteria
- • Enthusiastic and motivated
- • Committed to providing the best possible service to patients
- • Tact and diplomacy
- • Team player
- • Able to identify with the Trust’s commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults
Other
Essential criteria
- • Flexible attitude and approach to work to meet the needs of the service
- • Able to make own transport arrangements to meet the needs of the service
- • Willingness to support in other geographical locations
Communication
Essential criteria
- • Able to communicate effectively using the English Language in both written and verbal forms
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Julie Friend
- Job title
- Admin Team Lead
- Email address
- [email protected]
- Telephone number
- 07833 130826
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