Job Description
This is a generic job description which covers a range of duties that a Ward Clerk may be required to undertake. To provide administrative and clerical support to the ward, professional qualified staff and provide first point of contact to all users of the service. The nature of the post means that the post holder may be expected to work in different directorates/departments within the Trust, but would normally be attached to one area. The particular duties to be undertaken by the post holder will be determined by his/her ward/department manager.
Objectives, performance and training needs will be regularly reviewed in accordance with the Trusts performance review guideline Risk Assessment: This Post involves handling medical notes and VDU work. Individuals may be exposed to violence and aggression. Special Requirements: It is expected that any computer training required for this post must be gained within 3 months. Key Relationships: Patients, relatives, carers, senior and junior medical, nursing staff, ward staff, Trust staff, GP surgeries, medical secretaries.
Key Responsibilities: To receive general telephone calls, recording messages and dealing with initial enquiries in a friendly professional namer and referring the call to the relevant member of staff, as appropriate. To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval. Maintain records regarding admission/discharges/ward attender/ appointments on clinical IT systems. To undertake other relevant clerical duties as required including: photocopying, operating the fax, receiving, sorting and distribution mail, basic typing and stock stationery levels.
Ensure that all notes are tracked to the relevant department. Arrange for urgent collection and delivery as required. To arrange transport between departments and to destinations outside the hospital, as required for specimens e.g. blood sample.
To transfer valuable to General Office (Cashier) and appropriate documentation. Assigned Tasks within Ward/Department: To assist Ward Manager to produce correspondence i.e. thank you letters, communications with other departments, memos to staff, etc. To assist with reception and comfort of relatives as requested by nursing staff.
Work collaboratively as part of an integrated team Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales. Ability to make decisions and take actions within the Ward environment relating to routine enquiries, whilst receiving support and supervision. General Responsibilities: To ensure the confidentiality of all patient information and Trust business. To comply with all Trust policies and procedures.
In accordance with the Trusts Health and Safety Policy, the post holder must take reasonable care of their own health and that of others who may be affected by their acts or omissions at work. The post holder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace. To report any accident or untoward incidents and complaints. To create and maintain positive working relationships with colleagues and other staff within the workplace.
To act always in a manner which will promote a good image of the ward/department. To respond appropriately to clinical emergencies as directed by the senior officer/nurse in charge. To contribute/to participate in any initiatives to improve the quality of service to patients. Local Ward/Department Variation to Core Job Description Managers should add any additional requirements of this post that are local to the specific area and do not fit into the broad functions described above.
Equally, managers should reference here any areas of the core job description that do not apply to this post due to the specific nature of the area. This job description forms the basis of the ward clerk duties. You should be aware that there might be other specific assigned tasks relevant to a particular area of work. Confidentiality The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.
Records Management All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work. Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance.
This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust. Infection Control Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.
Risk Management It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken. Children and vulnerable adults You have a responsibility for promoting and safeguarding the welfare of the children/young people/vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.
Disclosure and Barring Service The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions.
Postholders may periodically be asked to undertake a re-check. The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid, on a frequent or intensive basis. Controlled activity is work that provides opportunities for contact with children or vulnerable adults, or their records. This includes caterers, cleaners, administrators, contractors, maintenance workers and their managers and supervisors.
Equality and Diversity The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times.
Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible. Dignity All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times. Conflict of Interest The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends.
The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.
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