Job Description

• Priorities, plan and organize daily workload, ensuring that daily tasks and on-going workloads are prioritized and completed within agreed and acceptable timescales, ensuring the Administration manager is informed as relevant of any changes in working pattern.
• To photocopy documentation and ensure that stationery is well stocked at all times.
• To answer telephone calls and deal with non-nursing/non-medical enquiries.
• To access voicemail and pass on accurate messages.
• Maintain good communication links with the team and other departments.
• Communicate and document information accordingly.
• Maintain existing systems as necessary to a professional and consistent standard.
• To undertake any other clerical task as agreed mutually with the admin manager to ensure that the administrative systems meet the needs of the service.
• Appropriate disposal and shredding of confidential papers.
• Order patient services as requested or necessary.
• Use of Compucare System for billing.
• Carrying out tours of the department for potential patients.
• Priorities, plan and organize daily workload, ensuring that daily tasks and ongoing workloads are prioritized and completed within agreed and acceptable timescales, ensuring the ward manager is informed as relevant of any changes in working pattern.
• To photocopy documentation and ensure that stationery is well stocked at all times.
• To answer telephone calls and deal with non-nursing/non-medical enquiries.
• To access voicemail and pass on accurate messages.
• Maintain good communication links with the ward team and other departments.
• Arrange for any repairs that are required, after discussion with the nurse in charge and or ward manager, and undertake other requests as directed.
• Communicate and document information accordingly.
• Maintain existing systems as necessary to a professional and consistent standard.
• To undertake any other clerical task as agreed mutually with the ward manager to ensure that the administrative systems meet the needs of the ward.
• Appropriate disposal and shredding of confidential papers.
• To record/update admission, discharge/transfer of patient data on Trust information systems in the appropriate time-frame under the direction of registered nurses, to include predicted dates of discharge.
• Ensure the discharge summaries, outcome letters, diagnostic test reports and other relevant paperwork are received by relevant parties within the specified time limits, including external departments such as child health, GPs, community midwives and health visitors.
• Order patient services as requested or necessary.
• Ensure patients and births are correctly and fully registered on ICHIS, including the issue of NHS numbers or other identification numbers e.g. NM4B numbers.
• Ensure the security access to the ward area is in line with the Trust/Ward Policy.
• If appropriate to your ward area, ensure that for any outpatient clinics taking place, all paperwork and notes are prepared in advance, the clinic is booked appropriately based on clinical advice, and disposed of in the correct time frame.
• Placing orders using e-procurement.
• To train and develop new ward clerks and support staff who cover for annual leave, sharing good practice where possible.
• To operate appropriate IT link systems to other health agencies and IT packages relevant to the clinical area.
• Ensure functional status of ward printer, computers and fax machine.
• To handle medical records ensuring these are up to date with filing and reports, following Trust and unit procedures.
• To ensure case notes and x-rays are available on ward prior to patient’s admission and forward rounds.
• Ensure that all documentation for return to medical records is promptly dispatched.
• To maintain an up to date ward bed state, and liaise with duty manager as appropriate.
• Assist in producing ad hoc reports and in project work
• Undertake any other duties requested as appropriate to the banding.
• Use initiative and work without direct supervision, as well as to use relevant information technology to facilitate the performance of tasks.
• Participate in annual appraisals and performance reviews. Identify personal development needs.
• Attend training and development as required.
• To act as part of the wider multidisciplinary team, including clinicians, nurses, therapists and other clerical and professional staff.
• Understand and adhere to all Trust policies, guidelines and procedures.
• Support the Trust in providing the best experience possible for each of our patients.
• To maintain confidentiality in respect of information obtained at all times.

Required Knowledge, Skills, and Abilities