Total 50 Administrative / Clerical job vacancies in Uxbridge, UB8 3NN

Job Summary

We may conduct our interviews in person or using Microsoft Teams for video calling. All you need is a device with a camera and access to the internet. We will provide guidance and instructions on how to use this method if your interview is being held virtually.

We are a disability confident leader and we support reasonable adjustments throughout the recruitment process - for more information click important-information-for-applicants (north-ayrshire.gov.uk).

This post is based within the Stores team of Building Services.

For more details see the attached Role Profile below.

Before you apply, find out a little bit about us and why we are a Great Place to Work.

Staff Values & Behaviours

North Ayrshire Council uses behavioural based approach throughout the recruitment process. Our staff values of Focus, Passion & Inspiration will be explored for this vacancy.

Further information on our Staff Values and how to complete behaviour based application form questions is available on the Staff values and behaviours (north-ayrshire.gov.uk).

Additional Information

For your information if this post requires references you will be notified of further details if you are successful in gaining an interview. Not providing relevant references when requested may delay the outcome of the interview process.

Our Workstyles

As an employer of choice, North Ayrshire Council has identified four different Workstyles. Each post in the council has been allocated one of these styles:

In Building – More than 90% of time spent primarily at a single base or location.

This post has been allocated the workstyle: In Building

More information on our workstyles can be found in our HR Guide - Workstyles (north-ayrshire.gov.uk). If you have any questions on the allocated Workstyle for this post, please ask at interview.

High Risk Drivers

This post will require you to carry out high risk driving duties. Preferred candidates will therefore be required to complete a Driver’s Health Questionnaire which will be verified by your GP. Please note any costs incurred for the GP verification will be met by the preferred candidate. An Occupational Health Assessment will then be undertaken to determine your fitness for work.

Proud member of the Disability Confident employer scheme

BSR are a lean, dynamic and young company that is on a fast-paced growth trajectory. BSR are looking for someone with the desire to join a start up and hit the ground running. We love open-minded individuals who can think on their own feet and can find unique solutions to common problems. Different perspectives will be valued and hunger to grow are essential to flourish in this role.

You will take ownership of sourcing software via the best procurement routes to ensure BSR Software is commercially competitive. As our sales admins are the first point of contact for our suppliers, you will have exposure to a vast portfolio of software vendors, where you will need to build rapport, negotiate and obtain key information needed to support account managers.

Your roles and responsibilities include;

- Acknowledging sourcing requests from sales

- Request pricing based on system data

- Request pricing based on new relationships

- Ensure new vendors have answered all sourcing questions

- Onboard new vendors with due diligence

- Create accurate SKUs

- Provide SKU and updates to sales within agreed SLAs

- Create client quotes

- Organise calls with vendors and Channel Director

- Maintain accurate data

- Flag duplicate opportunities to ensure consistent pricing

- Work with purchasing to maintain pricelist for key vendors

- Supporting other functions within the business

At BSR Software, you will be working towards the Business Admin Apprenticeship Level 3 over the duration of 18 months.

Job purpose To provide clerical and reception cover for the ward, administration and clerical support to the Ward Manager/ Nurse in Charge and to enter and maintain patient demographic data and ward/consultant status. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Skills in these areas would be desirable however full training will be given including other relevant Trust training: - Ability to work in a team and independently - Customer care skills - Effective communication skills across all disciplines of staff, patients and public - Knowledge and understanding of confidentiality and data protection in accordance with Trust policy and procedures. - Able to communicate effectively, and act appropriately and quickly in an emergency - Experience in using a PC - Knowledge and understanding of the Trust including a basic knowledge of roles in other areas - Some knowledge of clinical terminology and flexibility to support another ward/team if required KEY RESULT AREAS - Demonstrate excellent customer care skills. Provide a welcome point for the ward, responding to patient, staff and visitor requests appropriately - Analyse and deal with routine non-clinical problems, following Trust policy and using own initiative to ensure a seamless support service in the clinical area enabling staff to perform in their own roles effectively - Receive queries, both in person and on the telephone and manage appropriately - Prioritise work, ensuring support for clinical staff is always available for the efficient delivery of patient care - Assist ward nurses with discharge process, e.g. updating Trakcare and transport bookings - Obtain notes, in routine and emergency situations, ensuring clinical staff have access to essential information in a timely fashion. - Filing of all patient documentation generated on the ward, ensuring that notes are up to date and accurate when used by Clinicians. - Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure - Arrange routine and emergency transport to prevent unnecessary delays in patient flow - Accurate input of patient details including bed status on Trakcare system, ensuring follow up appointments and procedures have been booked to meet Trust and national requirements - Working Knowledge of routine for ordering on P2P and Stationery system - Safeguarding of all patients - Provide all general and ad hoc administration and clerical support as directed by the Ward Clerk Management Team. - Follow Trust Infection Prevention and Control Policies, within the scope of own role. - Adherence to the latest Trust Policy on Uniform and Dress Code Standards - Flexibility to support other wards with Ward Clerk support when the need arises and there may be an occasion to work across both sites due to operational needs. Organisational Arrangements Ward Clerk Manager, Assistant Ward Clerk Manager and Admin Co-ordinators are the direct Line Managers for Ward Clerks and will complete the appraisal process with input from the Ward Managers. However, the appropriate Nursing staff will provide direction on a day-to-day basis Additional Contact Details Dee Hargreaves (Assistant Ward Clerk Manager) 0300 422 5637

The post holder will be responsible for the day-to-day administrative support for the Interventional Radiology team. Providing essential support for patients and interventional radiology consultants ensuring a high quality, efficient and responsive service is provided. To work in conjunction with the Interventional radiology consultants and Assistant General Manager to ensure the highest quality of service is provide at all times in line with local and national objectives. The role of the Interventional Radiology admin coordinator is to ensure the efficient administration of all interventional radiology bookings, referrals and clinics. The post holder will book all referrals appropriately and accordingly to policy and protocol requirements. The role is central alongside medical, nursing and radiology staff including the radiology management team to provide well-coordinated administrative support to the Interventional Radiology Service. The post holder will work in an organised methodical way with attention to detail as a main point of contact for booking and administrative enquiries. This involves interaction with other specialities.

An exciting opportunity has arisen to join the complex discharge teams in the Heart, Lung Critical Care Clinical Group. We are seeking a highly motivated and enthusiastic Administrator to join the Complex discharge teams across Royal Brompton and Harefield Hospitals. The successful applicant must have excellent communication skills and an ability to work independently as well as part of teams that work on both sites (Royal Brompton and Harefield). The post is based at Harefield but will require the post holder to cover administration tasks at the Royal Brompton with occasional travel there. This is a full time position (37.5 hours). The complex discharge team comprises of social workers and clinical nurse specialist who are responsible to managing transfers of care from hospital and ensuring the provision of ongoing care. This involves liaison with multi agency and providers.

Please note: the vacancy may be closed early if there are high numbers of applications

The post holder will provide administrative support to the Complex Discharge teams across Royal Brompton and Harefield Hospitals. They will support the management of referrals to the complex discharge team and independently carry out patient initial assessments and screening to prepare for discharge from hospital. They will provide a direct link and interface between the discharge team and the hospital wards with regard to any active complex discharge team referrals. Where appropriate this will also include organising discharge follow-up with local community services, including GP surgeries. They will support with administration of Continuing health care and Fast Track for the complex discharge team. The post holder will assist teams with the tracking, collecting and interrogating patient’s notes when necessary. These duties will include answering the telephone, completing forms, data entry, diary management, taking messages, coordinating activities, placing orders for equipment and typing reports, letters etc. They will also be responsible for creating and updating data to report on delayed discharges

Our Heart, Lung & Critical Care Clinical Group has a breadth of enthusiastic and motivated staff, who are spread over 4 sites (Harefield, Royal Brompton,Guy’sand St. Thomas’ hospitals). There is strong clinical leadership and prideourselveson giving high quality care.


The Clinical Group is a specialty group caring for patients with Cardiovascular and Lung diseases, including congenital, inherited, newly diagnosed, transplantation, life changing treatment pathways and long-standing disease pathways. Patients come from all over the country witha huge numberform theSoutheastof England. We care for patients prior to hospital admission, hospital stay, preparation for discharge home or new accommodation and follow up. Our patients as with all specialities are getting older and thisbringsdifferent challenges to our clinical staff.


Main task and responsibilities



Patient/customer care (both direct and indirect)
• To complete initial assessments and screening forms in preparation for discharge
• To undertake specific support work through the use of competencies and protocols, to aid the discharge of patients, working alongside the multi-disciplinary team, including CHC and fast track.
• To participate actively as a member of the multidisciplinary team, and promote a multi professional approach to patient care, referring patient to other therapists as appropriate.
• To plan, manage and prioritise own workload.
• Collate monthly statistics.
• To provide administrative support for events
• To coordinate MDT meetings as required
• Provide administrative and ward support for teams as required.
• Undertake other administrative duties as requested including ad hoc assistance with project work.
• Work as an integral member of the administrative team and provide some reciprocal cover as appropriate.



Policy Development

o To familiarise self with social care and continuing healthcare legislation and procedure
• To be familiar with and comply with policies and involved in their regular review, in particular for discharge planning.
• To work collaboratively within the complex discharge teams to review current practice and care pathways, and assist in the development, implementation and monitoring of new ways of working to improve patient care and clinical interventions, improve efficiency and quality.
• To abide by Trust and departmental policies, procedures and legislations.



Service Development
• To participate in research and audit projects where appropriate.
• To participate in multi-disciplinary meetings
• To participate in evaluating the service on a regular basis eg. Patient satisfaction surveys, assisting with audits within own area and relevant project work.



People Management


• To receive regular appraisals and have an individual development plan, to help achieve personal and team objectives.
• Participate in training and make constructive use of supervision to enhance opportunities for personal and role development and contribute improvements to service quality.



Financial Management



o To place orders as required and support the management of equipment as required.



Communication
• To work as part of a multidisciplinary team to ensure the best services for patients.
• To utilise excellent communication skills in particular when assessing and evaluating patients.
• To participate in identified teaching, training, or education programmes, working collaboratively with supervising MDT professionals. This may include development, handouts and evaluation tools using appropriate IT packages etc., PowerPoint, Word, Excel and Publisher.
• To assist in the promotion of all associated services throughout the Trust and local area.
• Communicate effectively in both writing and verbally to colleagues, wider Trust, and external stakeholders, including all private out-patient services.
• Take minutes for meetings as required.
• Take accurate messages and refer to relevant service as required.
• To occasionally format letters and send reports to GPs and local community providers for patient post discharge.
•

Information management
• To be familiar with and able to operate all necessary computer programmes etc. Microsoft Office,PAS,Excel database, Access and EPIC
• To record own activity in EPIC accessing patient information through IT systems.
• To monitor and triage all appropriate referrals in conjunction with thedischarge coordinators.
• To maintain accurate summaries of patient assessments and reviews.
• To assist with and provide data management and informationas required by departments policy.



Other
• To carry out other duties as required including cover of annual leave, to support the clinical teams as required.



Further sections
• To abide by the Trust’s core behaviours for staff and other Trust policies including standing financial instructions, research governance. Clinical governance, patient and public involvement, codes and practices, and health and safety policies.



Other duties

To undertake any other duties commensurate with the grade as requested.



This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment is necessary in consultation with the postholder.


This advert closes on Monday 4 Nov 2024

Knowledge, Skills & Experience - Educated to GCSE grade C or above (or equivalent) in literacy and numeracy - NVQ level three in administration or equivalent experience with a appropriate years experience in a hospital or office environment - IT experience of Microsoft Office packages - IT capable to ensure proficient use of hospital computer systems - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Proven organisational skills with the ability to prioritise workload and to work to deadlines - Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Good interpersonal skills for dealing with people internal and external to the organisation - Ability to work flexibly within a team - Ability to work quickly and accurately - Ability to use own judgement and initiative as appropriate Speciality Specific Support Role - Receive and direct clinical telephone enquiries to the consultant staff, taking messages where necessary. - Cover the Andrology Appointment Line on a rotational basis, booking patients for semen analysis testing. - Take, transcribe and distribute minutes as appropriate - Typing detailed medical reports for legal use when necessary - Supporting consultant medical staff by assisting with the production/transcription of medical staffing paperwork, such as references etc. - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor. - Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc. - Assist in the maintenance of the consultant clinical notes. - Completing consultant annual leave and study leave requests and travel claims. - Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc - Regularly informing the clinical scientist about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc - To work as part of a team; working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards - To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Undertaking routine office duties including electronic note tracking, photocopying, faxing and filing of correspondence and results and maintenance of records. - Assist in the training and induction for new and existing colleagues - Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. - Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager. Semen Cryo-preservation Service - Responsible for providing administrative support for the semen cryopreservation facility. - Responsible for maintaining the patient database; including patient records, tracing and contacting patients and partners, correspondence, reports and audits. - To be part of the Cryopreservation management team, helping to ensure the continued licensing of the department with the Human Fertilisation and Embryology Authority (HFEA). - Liaise with the Andrology Laboratory Lead Scientist, Clinical Leads and Oncology Department. Service Improvement - Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements. - Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. - As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. Information Technology - Fast and accurate keyboard skills. - Use of telephone systems to answer, transfer and divert he clinical lines. - Searching for patient data into the electronic patient record system and laboratory computer system. - Use of a various software packages used in the department e.g., Microsoft Office, Outlook, Document control software, patient tracing systems, Electronic Patient records. - Setting up, attending and minuting meetings using MS Teams. - Maintaining andrology appointment database. Training - Attendance and completion of the hospital induction programme. - Completion of Pathology induction programme. - Attendance at the mandatory Trust training programmes. - Participation in formal individual performance reviews in line with Trust policy, agree annual objectives with the section supervision and review progress against these objectives. - Undertake training on new IT systems as required.

To be able to communicate effectively with the multidisciplinary team, patients, clinical staff and the general public ensuring visitors are made to feel welcome with appropriate information given. Demonstrate excellent customer care skills. Respond to patient, staff and visitor request appropriately Receive queries, in person, by e-mail and on the telephone and manage appropriately To cover the Edward Jenner Unit desk To maintain records on both paper and IT systems. Undertaking clerical duties as required and to assist and support day unit staff with data input onto electronic patient records as necessary. To be competent with all of the office equipment Obtain all notes for the Edward Jenner Unit day case treatments ensuring they are available for staff to use when the patients attend for treatment. Reporting faults to our estate teams Ongoing checks throughout the day for add-ons to clinic lists Filing of all patient documentation generated on the unit ensuring notes are up to date and accurate when used by clinical staff Trace and send away all notes to the relevant departments after being filed correctly. Arrive and depart patients on Trak Care Answer the phone and helpline and return any calls

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition. Typing detailed medical reports when necessary. Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc. Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis. Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity. Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management. Origination of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. Carrying out regular review and administrative validation of the clinicians return outpatient wait list. Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc. Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc. Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards. To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. Undertake routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant. Assist in the training and induction for new and existing colleagues.Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Please see job description attached for more information detailing the main duties and responsibilities of the role.

Key Result Areas Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Transcription Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance. Outcomes, Results and Clinics Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients. Specialty Specific Support Providing a comprehensive secretarial support to the consultant surgeons whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations. Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc Service Improvement Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. Team-working To work cohesively with the Secretary Supervisor to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards To cover colleagues during absences/annual/sick leave as directed. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. Undertaking routine office duties including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records. Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

To summarise, this role will provide clerical support to the R&I Department Professional Services team including co-ordination of diaries, planning meetings, circulation of papers Provide support with procurement orders. Systematic filing of documentation within the Trust electronic shared drive and the EDGE platform Assist with maintaining good communication both with the Trust and externally. The post holder will be a self-motivated individual with the ability to work flexibly within a team and work on own initiative, adaptable to change, making decisions where appropriate, with the ability to prioritise and organise own workload with some supervision. Commitment to team working and to have respect and consideration for the skills of others. Must be self-motivated to undertake continuing professional development (CPD). Key result Areas are; Liaising with Sponsors and Trials Units Uploading and maintaining filing electronically. Arranging appointments as necessary, to keep diaries up to date. Receiving sorting and distribution of external and internal post. Key Relationships are; R&I Professional Services team R&I delivery teams GHNHSFT support departments Estates Department (GMS) Creditor Payments (Gloucestershire Shared Services) Procurement (Gloucestershire Shared Services) Members of staff within Trials Units Partners within Gloucestershire Integrated Care System

The medical typist / admin assistant is responsible for: - Providing a comprehensive audio typing and administrative service to the medical staff and their supporting team. - Undertaking routine office duties including electronic note tracking, photocopying, filing of correspondence and results and maintenance of records - Managing the mail for the unit. - Providing cover for colleagues in their absence to maintain service levels - Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians. - Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc. - Supporting the achievement of Trust performance by ensuring administrative standards are met e.g., typing times, test results passed to clinician and any potential 52-week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition. Typing detailed medical reports when necessary. Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc. Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis. Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity. Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management. Origination of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. Carrying out regular review and administrative validation of the clinicians return outpatient wait list. Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc. Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc. Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards. To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. Undertake routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant. Assist in the training and induction for new and existing colleagues.Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include: Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition. Typing detailed medical reports when necessary. Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc. Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis. Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity. Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management. Origination of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork. Carrying out regular review and administrative validation of the clinicians return outpatient wait list. Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc. Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc. Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards. To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. Undertake routine office duties including electronic note tracking, photocopying, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant. Assist in the training and induction for new and existing colleagues.Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Job purpose To provide clerical and reception cover for the ward, administration and clerical support to the Ward Manager/ Nurse in Charge and to enter and maintain patient demographic data and ward/consultant status. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Skills in these areas would be desirable however full training will be given including other relevant Trust training: - Ability to work in a team and independently - Customer care skills - Effective communication skills across all disciplines of staff, patients and public - Knowledge and understanding of confidentiality and data protection in accordance with Trust policy and procedures. - Able to communicate effectively, and act appropriately and quickly in an emergency - Experience in using a PC - Knowledge and understanding of the Trust including a basic knowledge of roles in other areas - Some knowledge of clinical terminology and flexibility to support another ward/team if required KEY RESULT AREAS - Demonstrate excellent customer care skills. Provide a welcome point for the ward, responding to patient, staff and visitor requests appropriately - Analyse and deal with routine non-clinical problems, following Trust policy and using own initiative to ensure a seamless support service in the clinical area enabling staff to perform in their own roles effectively - Receive queries, both in person and on the telephone and manage appropriately - Prioritise work, ensuring support for clinical staff is always available for the efficient delivery of patient care - Assist ward nurses with discharge process, e.g. updating Trakcare and transport bookings - Obtain notes, in routine and emergency situations, ensuring clinical staff have access to essential information in a timely fashion. - Filing of all patient documentation generated on the ward, ensuring that notes are up to date and accurate when used by Clinicians. - Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure - Arrange routine and emergency transport to prevent unnecessary delays in patient flow - Accurate input of patient details including bed status on Trakcare system, ensuring follow up appointments and procedures have been booked to meet Trust and national requirements - Working Knowledge of routine for ordering on P2P and Stationery system - Safeguarding of all patients - Provide all general and ad hoc administration and clerical support as directed by the Ward Clerk Management Team. - Follow Trust Infection Prevention and Control Policies, within the scope of own role. - Adherence to the latest Trust Policy on Uniform and Dress Code Standards - Flexibility to support other wards with Ward Clerk support when the need arises and there may be an occasion to work across both sites due to operational needs. Organisational Arrangements Ward Clerk Manager, Assistant Ward Clerk Manager and Admin Co-ordinators are the direct Line Managers for Ward Clerks and will complete the appraisal process with input from the Ward Managers. However, the appropriate Nursing staff will provide direction on a day-to-day basis Additional Contact Details Dee Hargreaves (Assistant Ward Clerk Manager) 0300 422 5637