Ward Clerk inPlymouth inPlymouth PUBLISHED
FRI 10 JAN 2025
The University Hospitals Plymouth NHS Trust is seeking a full-time Ward Clerk for Sharp Ward, responsible for providing extensive administrative support to nursing and medical staff to enable the effective operation of the unit. Key tasks include handling inquiries, managing patient admissions and discharges, maintaining hospital notes, updating patient information, coordinating with other departments, and ensuring the organisation and cleanliness of the ward area.
Candidates should possess GCSE-level education or equivalent qualifications and have experience in a clerical or reception role, including face-to-face interactions with the public. Strong communication skills, the ability to work both independently and collaboratively, and a mature demeanor are essential. Internal Trust staff and those on 'Priority' or 'At Risk' status will be given preference for the position. Training will be provided on the required information technology systems.
Candidates should possess GCSE-level education or equivalent qualifications and have experience in a clerical or reception role, including face-to-face interactions with the public. Strong communication skills, the ability to work both independently and collaboratively, and a mature demeanor are essential. Internal Trust staff and those on 'Priority' or 'At Risk' status will be given preference for the position. Training will be provided on the required information technology systems.
A vacancy has arisen for a full time Ward Clerk to join our team on sharp ward
The Ward Clerk provide a comprehensive multi-faceted, administrative function to the ward, supporting Nursing and Medical staff in the smooth day-to-day running of the Units. They ensure the completion of all administrative and clerical tasks for the ward on a daily basis.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
The successful candidate will be educated to GCSE standard or equivalent qualifications. Previous demonstrable experience working on a reception or within a clerical role is desirable. Candidates should have demonstrable experience of dealing face to face with the general public and difficult customers / patients, working within a pressurised environment and able to deal with telephone and email enquiries.
The post is interesting, varied, and requires an ability to work both independently and as a member of the wider team. Applicants should have a mature and responsible attitude with a good sense of humour and be able to demonstrate good written and verbal communication skills.
Training is provided for the various information technology systems used within the Cluster Group.
About us
1. Deal with enquiries, including telephone enquiries in conjunction with and under the direction of nursing staff.
- Receiving results by telephone from laboratories.
- To continually manage the SALUS system as a working real time system
- Maintain hospital notes in accordance with the University Hospitals Plymouth NHS Trust policies.
- Entering admissions and discharges on iPM, including ward transfers, clinical transfers and speciality transfers and updating patient information where necessary.
- Ensuring that the bed state is kept up to date on iPM.
- Commence paperwork as appropriate on patients admission i.e. new front sheets and labels
- File reports, ensuring they have firstly been seen and initialled by Medical staff.
- Ensure availability of case notes (including investigation reports) for all admissions. Obtaining notes -from other departments using computerised tracing system.
- Tracing of notes in and out of ward using the computerised tracing system.
- Ensure notes are in order when patients are transferred.
- Liaising with other departments and secretaries regarding referrals, appointments, investigations to be arranged as required and updating iPM as per Trust Policy. (NB referrals and investigations should be delivered or phoned through and not put in post).
- GP to be notified of patient death.
- Keep an up-to-date list of all investigations requested on the ward and advise junior medical staff accordingly.
- Entering and processing admissions into the ward diary for waiting list admissions and general booked admissions.
- Keep ward desk area clean, tidy and free of clutter.
- Keep the ward offices tidy and stationery replenished, distribute and redirect mail.
- Order supplies from ERPROC as requested by the ward manager: follow-up outstanding requests for repairs.
- Make up admission packs, etc. as appropriate.
- General use of the VDU for clerical and identification purposes.
- Photocopying and faxing when required.
- Distribution of post and re-directing of mail.
- Liaising with Post Room staff for collection or urgent specimens.
- Work closely with medical staff and with other members of the disciplinary team.
- To integrate into the departmental team and be able to relate to patients and families.
- Add patient to the follow-up waiting list and book follow-up outpatient appointments
- Other duties, which may be allocated by the Ward Manager
For further details please see the attached JD & PS
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Useful skills for a Ward Clerk:
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To work as a Ward Clerk in the UK, you typically need a mix of administrative skills, interpersonal skills, and an understanding of healthcare environments. Here are some key skills and qualifications:
Essential Skills:
1. Administrative Skills:
- Proficiency in using office software (e.g., Microsoft Office, spreadsheets).
- Experience with filing systems and maintaining accurate records.
- Ability to manage appointments and scheduling.
2. Communication Skills:
- Strong written and verbal communication skills for interacting with patients, families, and healthcare professionals.
- Ability to convey information clearly and effectively.
3. Interpersonal Skills:
- A compassionate and approachable manner when dealing with patients and their families.
- Ability to work as part of a team within a busy healthcare environment.
4. Organizational Skills:
- Excellent organizational abilities to manage multiple tasks and prioritize effectively.
- Attention to detail to ensure accuracy in patient records and documentation.
5. Customer Service Skills:
- A focus on providing high-quality service to patients and visitors.
- Ability to handle inquiries and complaints in a professional manner.
6. Computer Skills:
- Familiarity with electronic patient record systems and other healthcare-related software.
- Basic IT skills for troubleshooting common issues.
Additional Skills:
1. Knowledge of Health and Safety Regulations:
- Understanding of healthcare policies and procedures to maintain a safe environment.
2. Confidentiality Awareness:
- Awareness of data protection and confidentiality issues related to patient information.
3. Problem-Solving Skills:
- Ability to identify issues and resolve them quickly and effectively.
4. Flexibility and Adaptability:
- Willingness to work various shifts, including evenings and weekends, as required.
Qualifications:
- A minimum of GCSEs in English and Maths or equivalent qualifications is often required.
- Previous experience in a healthcare setting or administrative role can be beneficial.
- Some positions may require specific training or certifications related to healthcare administration or patient care.
Personal Qualities:
- Patience and empathy towards patients and their families.
- A proactive attitude and the ability to work under pressure.
- Strong work ethic and reliability.
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