Job description

Job responsibilities

KEY DUTIES

• Request outpatient appointments for patients.
• Resolve patients, staff and visitors problems adopting a courteous manner at all times.
• Welcome patients to come into the ward/area and keep them updated.
• Chase HRS (Health Record Supplements) for all inpatients and ward attenders.
• Ensure any ward attender or outpatient activity is accurately recorded and or coded accordingly.
• Book flights and taxis for out of area patients.
• Arrange accommodation for relatives where necessary.
• Answer telephone calls and liaise with patients and relatives regarding appointments and general queries.
• Print and post patient appointment letters.
• Deliver and collect patients and staff mail within the ward.
• Ensure adequate stationery is ordered in a timely manner and stored appropriately.
• Organise ambulances for return and discharge of patients with North West Ambulance Service.
• Create spreadsheets for ward information as required.
• Request letters/patient information/medical records from other hospitals.
• Create high quality signs and documents relating to ward information.
• Report and follow up all IT faults to the IT helpdesk.
• Attend ward meetings and any relevant courses.
• Work with members of the multi-disciplinary team to maintain high standards of data quality, following the requirements of the Data Quality Policy as required.
• Provide clerical support to ward manager, including taking notes at meetings as necessary.
• Photocopy any necessary documentation as directed by the ward manager.
• Hand delivers any urgent diagnostic requests and pharmaceutical requests (TTOs).
• Make deliveries of key documents and/or other items to other areas of the hospital as required.
• Operate secure access to ward/relevant area, ensuring no unauthorised visitors or personnel enter the area.
• Print patient labels and wristbands.
• Adhere to all relevant Trust policies and guidelines.

When covering for colleagues in specific areas eg AMU and ICU, Ward Administrators will have a requirement to cover duties described in the following addendum.

Addendum To Standard Duties:

Ward Administrators employed to cover specific areas within the Trust will have a requirement to cover duties as described in the following addendum to duties:

Direct Patient Access Areas and Specialist Areas (eg AMU, Delivery Suite, ICU)

• Prepare case note trolleys for three daily ward rounds.
• Generate up to date list of patients requiring medical review on other wards for Physician of the Day.
• Provide emergency out of hours Ward Administrator support to the Care Group.
• Provide clerical support, including taking minutes as required, to the Ward Manager and Matron.
• Ensure Health Record Supplements are maintained.
• Collect documentation and enter information into speciality specific patient information systems (eg Critical Care Minimum Data Set and Intensive Care Nursing Audit Research Centre).
• Process donations, patient cash and valuables, liaising with General Office to ensure such items are handled appropriately.
• Prepare ICU files for audit purposes.
• Escort visitors to bereavement office as required.
• Deal with referrals from secretaries when unit secretary is not available, liaising with the multi-disciplinary team as necessary.
• Liaise with social services, community midwifery teams, registry office, theatres, etc.
• Generate hospital numbers for babies and unbooked mothers.
• Ensure birth notifications completed.

The duties contained in this job description are not intended to be exhaustive. It is intended that the post holder will be flexible in the duties that he/she performs. Following consultation with the post holder his/her duties may be varied from time to time, in order to meet changing priorities and to maintain the sections effectiveness. A review of the job description will be carried out on an annual basis or earlier if required.

SAFEGUARDING ADULTS & CHILDREN

• All employees have a duty and a responsibility to protect and safeguard children and vulnerable adults. You will have knowledge of local safeguarding children and vulnerable adult procedures and act in accordance with these.

INFECTION CONTROL

• All employees are individually responsible for the prevention and control of infection within their own area. The employee must attend Infection Control Induction training and mandatory Infection control training. The employee must follow all, Trust policies, procedures and guidelines relating to Infection Control.

SOCIAL NETWORKING

• Staff who access or are members of social networking sites in a private capacity MUST NOT post images that have been taken inside of, in the grounds of, or of Trust premises, or place misleading, malicious, or derogatory comments or references that would damage the reputation of, or misrepresent the Trust, or cause distress to its service users or any other employee. (See Trust Email & Internet Policy)

Person Specification

Qualifications

Essential

• Educated to GCSE level or equivalent qualification and/ or equivalent experience
• ECDL or equivalent qualification and/or equivalent experience

Desirable

• CLAIT or equivalent qualification and/or equivalent experience
• RSA 1 or equivalent qualification and / or equivalent experience
• Word Processing

Knowledge & Experience

Essential

• Knowledge and experience of using patient information systems or equivalent
• Demonstrates ability to co-ordinate information from various sources in an accurate manner

Desirable

• Excellent IT / Word processing skills with knowledge and experience of Microsoft office products
• Previous clerical experience gained in NHS environment

Skills

Essential

• Effective communication skills and ability to communicate with all levels of staff
• Ability to accurately maintain computerise and manual filing/documentation system

Desirable

• Customer Service Skills

Others

Essential

• Able to use own initiative and manage/prioritise own workload

Desirable

• Ability to work flexibly across hospital sites / departments

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

St Helens Hospital

Marshalls Cross Road

St Helens

WA9 3DA

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