Band 2 Ward Clerk - Patient Administration

As a Ward Clerk you are first point of contact and are based on the wards reception desk welcoming patients / visitors onto the ward, answering door buzzers, telephones and any queries that arise from staff or visitors.

The role will consist of a strong emphasis on data quality, customer care, taking a lead role in maintaining accurate patient notes, filing and inputting data, this will include admissions and discharges on the Trust electronic patient administration system (Oceano PAS) at all times. Provide full admin and clerical support to the ward multidisciplinary team. Effective teamwork and a keen focus on the Trusts Vision & Values are essential., 1.Communication:

• Accurately record telephone messages and other enquiries and refer as appropriate.


• Provide effective communication and problem solving both face to face and via telephone.


• Deal effectively with other departments, making appointments and booking transport.


• Liaise with bed management and the admissions department with regards to patient admissions, transfers and discharges.


• Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation


• Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively


2.Analytical and Judgemental Skills/Freedom to Act:

• Ability to make decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision.


• Ability to recognise situations that should be referred onto the Senior Sister/Ward Manager and take prompt and appropriate action


3.Planning and Organisational Skills:

• Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales.


• Undertake work that has been prioritised by the Senior Sister/Ward Manager


4.Policy and Service Responsibilities:

• Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role.


• Receive and open incoming post and act as required.


• Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services.


5.Responsibility for financial and Physical Resources:

• Have a personal duty of care for all equipment and resources used.


• Maintain stock control of stationery / clinical supplies.


• Ensure the safe keeping of patients valuables in line with Trust Policy.


6.Responsibility for Staff:

• Participate in the induction and training of all new members of staff.


• Demonstrate own activities to new / less experienced staff.


7.Responsibility for Information:

• Be responsible for confidentiality in line with Trust policy and procedures.


• Accurately input data/confidential data using a variety of Trust IT systems in a timely way.


• Prepare and scan information onto the Trust IT systems.


• Ensure all information held is kept up to date.


• Be responsible for the quality of information.


• Photocopy and distribute documents as required.


• Shred and destroy confidential documentation in line with Trust policy.


• Provide information / produce basic routine reports at an appropriate level under supervision.


• Input staff information into the Electronic Staff Record adhering to confidentiality and only accessing the information required to fulfil the role /task


8.Care records management duties:

• Be responsible for all aspects in relation to care records preparation, such as verifying patient demographic details and making up patient files as required.


• Be responsible for the lifecycle management of records in paper and electronic form.


• Create electronic and paper care records for new patients to the standard Trust design.


• Maintain a confidential and efficient filing and maintenance system ensuring paper and electronic care records are up to date and available for staff as required. Including filing information into patient care records.


• Request and ensure the return of patients' care records to the medical records library / storage area, tracking the movement of records as appropriate.


• Participate in the on-going archive process for paper care records.


• Ensure appropriate care records and files are available to clinicians.


• Contact with service users face to face and on the telephone in a sensitive and confidential manner.


• Provide patients with support, non-clinical advice and information on a range of issues.


• Arrange Patient transport as appropriate and update discharge records.
  
  The successful applicant will have a good level of education and be able to demonstrate excellent motivational, organisational and communication skills, while having the ability to stay focused in a busy environment. You will also have good key board skills with a high level of accuracy and the ability to work individually and as part of a team., Maths and English GCSE, 9-4 or A-C, Experience of dealing with the Public/Customer service experience, Experience of working with a range of Microsoft Office packages

Experience of working in a busy environment
Experience of working in Healthcare, Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good time management skills Ability to deal professionally with enquiries from staff, patients and visitors
Understand confidentiality and apply the principles in every day working practice
Ability to deal with stressful situations and sensitive issues
Work effectively and flexibly as part of a team to meet the needs of the services
Confident in dealing with people at all levels
Must be able to demonstrate an understanding of equality and diversity
Mature open and flexible approach to work
Ability to travel to multiple sites
Ability to handle cash and valuables

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Positions vacant on a fixed term contract (up to 12 months) and the hours and shift patterns are:

• 37.5 hours per week 8am until 4pm (no weekends or bank holidays) working on a elderly care ward.


• 37.5 hours per week, working 11.5-hour shifts on an unpatterned roster these could be days or nights 7 days a week including weekends and bank holidays this post would be working on our AMU/MAU/SDEC wards.


Please note that these hours and days are non-negotiable due to the service need of the ward area.