Ward Clerk, Swift Ward

at  Ashford and St Peters Hospitals NHS Foundation Trust

Ward Clerk – Swift Ward
Swift Ward currently has a vacancy for a full time, permanent Ward Clerk, to join our team to provide key admin support.
The successful applicant will undertake administrative/secretarial and reception duties under the supervision and management of the Ward manager. We are looking for an enthusiastic, motivated and flexible person to work with our friendly team.
The role will require you to undertake a number of activities including filing medical notes for coding, supporting the discharge process, arranging referrals, and helping to provide first line telephone and face-to-face contact to members of the public, staff and sometime patients.
You will have excellent interpersonal and organisational skills, and manage and prioritise your own workload and project a professional image.
The successful candidate will be required to work to a high standard and will be able to maintain both electronic/computerised records in accordance with the Trust standards. Applicants should have some previous experience of carrying out general administrative procedures in an office environment. Experiences of using software packages including Microsoft Word are essential.
In return we offer opportunities for training and development, access to the NHS Pension Scheme, work perks, NHS discounts, and opportunities for flexible and remote working where roles allow this, and access to on-site wellbeing and childcare facilities (nursery).
The postholder will
To undertake reception duties along with clerical and administrative support to the ward/department
The post holder will come into direct contact with patients, carers, relatives and healthcare professionals
Timely and accurate communication to facilitate effective team functioning
The post holder is responsible for chasing notes and outside covers
The post holder is responsible for booking follow up appointments
To remain up to date with changing practices and when possible to make use of all training and development opportunities
To maintain appearance and behaviour in keeping with a member of the clinical team and co-operate with and gain an understanding of the professional role of others
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter’s, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
This is an exciting time to join our Trust, as we work on the expansion of our theatres at Ashford Hospital and move towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures; with care delivered by dedicated, specialist teams in a modern and well-equipped environment.
We hope to use this centre to create an environment of learning and to facilitate training of the next generation of our skilled NHS workforce. Our plans are ambitious - why not, come and be a part of our journey.
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Administrative and Clerical
To access Cerner and identify and book appropriate follow up appointments as requested by medical and nursing staff
To send any relevant paperwork or telephone patients informing them of an appointment time and any other relevant information pertinent to their appointment
To be responsible for filing of patients records and correspondence
Receive visitors to the ward/department and ensure that they are directed to the appropriate areas and that relevant personnel are informed of their arrival
Answer telephone and co-ordinate messages, initiating action accordingly
Assist with patient’s property checks, receipts of property and safe storage as necessary
Be responsible for admitting, discharging and transferring patients on the Cerner in a timely manner
To be responsible for patients food orders on the ward (liaising with the catering department regarding any patients complaints)
Be responsible for logging and dealing with all patients insurance claims, forwarding to appropriate places
Be responsible for categorising all blood results (Pre op results, discharge results, in patient results, liaising with doctors for signatures
To evaluate patient’s needs, particularly when dealing with anxious, upset, abusive or aggressive patients and deal with accordingly. Seeking supportive help from nursing staff as required
Understand the need for strict confidentiality especially when dealing with sensitive information
To undertake a full range of reception duties for the ward/department
To deal with telephone enquiries regarding all out patient follow up appointments and to make appropriate changes/amendments on Cerner
To order stationary and other office supplies including patient information leaflets and monitor usage
To order ward/department equipment as required or process requisitions for repair as necessary
Be responsible for ringing companies and reps to find products and prices (suitable for the ward) liaising with budget holders and procurement and ordering
Be responsible for liaising with company reps regarding upkeep and orders of all ward patient equipment on loan
To prepare patients records and x-rays for the ward/department
To file results of patients investigations in a timely manner
To run daily reports and any other ad hoc reports from Cerner for the ward/department
To advise patients of waiting time for appointments
To liaise with GP’s, medical staff, other wards/departments, physiotherapists and colleagues as required
To open post for the ward/department
To book transport and fax requests as required
To undertake photocopying and other general clerical duties as required for the ward/department
To prioritise own workload, and work without supervision
Participate in audits and surveys
Assist in training others on the use of Cerner/Oracle
Transfer discharge letters to GP’s
Assist with payment for amenity rooms
Assist in completion of evolution
Other Responsibilities
To attend ward/department staff meetings and other meetings as appropriate
To attend mandatory training as required
To participate in the ward/departments appraisal process as an appraise
To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work

Please refer the Job description for details