Ward Clerk

To provide comprehensive clerical support to the in-patient acute ward including clients and multidisciplinary teams within ward environment, enabling the effective and efficient delivery of mental health services., · To maintain accurate and up to date computer records including using Trust Clinical Database (RiO) as required by Ward manager or clinical staff.
· Ensure information is updated e.g. care group lists; catchment areas etc.
· Ensure that Admission Checklist is up-to-date and includes all relevant requirements.
· After admission of patient, ensure that all information required on the Admission Checklist has been completed, chasing staff to complete where information has been missed.
· Maintaining training matrix for the ward, ensuring staff are up to date with mandatory training, pro-actively sending out reminders and chasing staff on behalf of Ward Manager.
· Update Healthroster on a daily basis i.e. staff sickness, annual leave, shift changes etc for validation by Ward Manager and chase sickness certificates from staff as directed by Ward Manager.
· Audit client observation sheet ensuring that information is completed i.e. Consultant's name, what section patient is on, what level of observation and why on that level of observation. Check that observations have been carried out as per Directorate Policy, reporting any omissions to Ward Manager.
· Ensure that Wand and infection control audit files are kept up to date, filing audits as received by nursing staff.
· Ensure old Section 17 documentation is crossed through and filed in notes at the end of each week. Keep Section 17 and leave files up to date, ensuring old information is disposed of.
· Ensure there are clean leave sheets in files at the beginning of the week.
· Cover telephones to allow staff protected time with patients and protected meal times.
· Ensure that Welcome Packs for patients and families/carers are maintained and accessible.
· Allowing access and egress from the ward area, collecting official visitors from reception as and when required e.g. Solicitors.
· Ensuring ward area has enough patient information and leaflets.
· Ensure notice board is kept up to date, removing out of date items.
· Communicating between patients, patients' families and liaise with ward staff as required.
· Dealing with queries from patients, relatives and multidisciplinary teams, both in person and on the telephone.
· Responsible for implementing and maintaining effective patients and team filing systems, ensuring that patients records are kept safe, confidential and up to date.
· Responsible for tracing, filing, scanning and archiving of medical ward notes as required.
· Undertaking of photocopying, distributing material as required.
· Ordering of stationery, clinical supplies and maintaining stock levels as required on the ward using e-requisitioning. Taking delivery of stationery, supplies, checking they are correct.
· Managing and distributing all post for ward staff and patients.
· Logging of maintenance problems with facilities and pro-actively chasing ensuring timely repairs.
· Booking transport for escorts of patients as and when required.
· Attending staff meetings on the ward including taking of minutes for the team under direction of Ward Manager.
We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.
If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

This post is based on the ward and requires an administrator who has experience of working within NHS or similar environment and an understanding of people with mental health problems. The successful candidate must have good clerical skills, interpersonal skills and be able to work within a multi disciplinary team. Administration skills with computer literacy to a competent level including word processing and data inputting is essential.

Working for our organisation
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
+ We're Kind
+ We're Fair
+ We Listen
+ We Care