Clerical Worker

Job Title: Ward Administartor Band: Band 2 Directorate: CUCS Base: Plym Neuro Rehabilitation Unit, Mount Gould Hospital Reports to: Unit Manager Accountable to: Unit Manager Dimensions and Context of Role: Job Summary: The post is pivotal in giving support to the MDT & patients and to provide effective, efficient and polite service to service users. Duties are based from the Reception Desk and are wide ranging from clerical work, including computer work to customer care, both requiring high standards, with a versatility and ability to manage and cope. To be responsible for providing daily administrative support in the allocated service area ensuring business priorities are met for example: maintaining records, data inputting and reception duties. Organisational Chart: Locality Manager/Deputy Line Manager Ward Clerk Links across & Liaising with: Nursing & other clinical staff Service users & Carers Other appropriate bodies as needed General Practice Members of the public All stakeholders Key tasks and Responsibilities of the Post: Main Duties: Answering telephone enquiries and relaying messages to appropriate personnel, contacting Emergency Services (under Fire Policy). Welcoming patients, visitors and staff to the Unit, directing them appropriately. Ordering of medical notes as required by multidisciplinary team (MDT). Maintaining medical notes, ensuring reports and letters are filed appropriately including amalgamation of Ward notes into medical notes. The accessing of information from Salus and system one Arranging appointments, investigations and transport for inpatients as requested by MDT. The undertaking of updating and compiling finalising statistics of the E-roster in conjunction with the roster creators and/or Unit Manager. Undertakes ordering the 1-1 staff via CST/NHSP. Administrative responsibilities to include compiling patient admission packs, data collection, devising and maintaining filing systems, photocopying, notices/leaflets up to date and other reasonable duties as requested by the Unit Manager. Maintaining the unit diary, meetings, room bookings, appointments, liaising with MDT daily. Ensure complaints/compliments are escalated and recorded. Be responsible for as part of unit team, the updating of patient boards including the White board/SystmOne. Distributing mail to patients and all departments as necessary. Undertake role of stock ordering using the Eproc ordering system in line with other members of the Unit team, thus ensuring stationary and other resources are ordered appropriately. Support the updating of SystmOne, e.g. Admissions, Discharges, waiting lists. As Unit cashier, dealing with petty cash, and liaising with site General office. Ensuring donations are receipted and recorded in line with Organisational policy and forwarded to Charitable Trust accountant. Physical Effort: Frequent sitting & standing. Inputting at a keyboard for most of the day, frequent light effort to lift, sort & file case notes. May have to occasionally move presentation equipment and office supplies or clinic consumables. Mental Effort: Frequent concentration is required when inputting into systems, typing documents, making appointments and processing records with a need to ensure accuracy. The work is usually not predictable as there are interruptions from telephone calls, visitors and staff and occasionally imposed deadlines. Emotional Effort: There may be some exposure to service users who may exhibit difficult and challenging behaviours. Working Conditions: Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time. The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties. Key Behaviour Competencies: Working together Be straightforward in our dealings with each other and build relationships. Listen to others and explain the decisions we have made. Recognise and remove barriers to action. Create an open and positive learning culture. Learn from mistakes and ask others for support where necessary. Be aware of ones own behaviour, values, attitudes, strengths and weaknesses. Ability to reflect on ones behaviour and change them. Uphold the values and be proud to be part of the organisation. Ensure appearance is professional and name badge visible. Act with Integrity Be honest and do what you say you will do. Take responsibility and be accountable for your actions. Guard and build the organisations reputation. Take into account the human and social impact of our work. Treat everyone in a friendly, courteous manner; smile and make eye contact. Building Success Together Be compassionate and accepting of others. Be straightforward in our dealings with each other and build relationships. Listen to others and explain the decisions we have made. Agree on our goals and see them through. Treat each other with dignity and respect. Learn from each others experiences. Understand and recognise each others contributions of being of equal value. Be prepared to challenge the status quo. Contribute to the organisations success. Stretch the boundaries of personal performance. Look for better ways of working to achieve improvements. Caring for patients Aim to meet the needs of our patients and partners in care. Use initiative to enhance care in innovative and imaginative ways. Respect individual cultural differences; challenge bias and prejudice. Provide a high quality and safe service for patients. Maintain privacy and ensure confidential information is kept safe. Question poor practice, process and behaviour. 8. ADDITIONAL INFORMATION FOR ALL POSTS The post holder is required to comply with all relevant policies and procedures pertinent to their post. Current versions can be found on the intranet or via your manager. The areas listed below are those Livewell Southwest currently places particular emphasis on. Failure to follow correct policies and procedures may result in disciplinary action. 8.1 Risk Management In accordance with the Risk Management Strategy, employees will participate, whenever required, with the risk management process. They will support line managers by attending mandatory and statutory training, completing incident/accident forms for every adverse event or near miss that occurs, report all defects and complaints, and communicate any dangerous situation to individuals potentially at risk. 8.2 Health and Safety at Work You must co-operate with those in authority and others in meeting the statutory requirements and in following policies and procedures. A copy of the Health and Safety Policy is available from the intranet or from the Risk Management Department. You are reminded that in accordance with the Health and Safety at Work Act 1974 you have a duty to take reasonable care to avoid injury to yourself and to others affected by your work activities. You will be notified where your post carries a requirement for immunisation. You may be required to be able to undertake physical intervention training and participate in physical intervention as part of a physical intervention team and Basic Life Support (BLS). 8.3 Infection Control Livewell Southwest is determined to eradicate healthcare-acquired infection and puts a great deal of emphasis on the responsibility of all staff to ensure their own personal and others compliance with Infection Control (including Hand Washing) Policies. All staff must comply with infection control policies and guidance, attend relevant updates and report issues of concern to their immediate line manager (if no action or explanation received, then it is the individuals responsibility to escalate their concerns to the Director of Operations or Chief Executives Office). 8.4 Safeguarding Children and Adults All employees have a duty to safeguard and promote the welfare of children and adults and are required to act in such a way that at all times safeguards their health and wellbeing. Familiarisation with and adherence to national and local safeguarding adults and children policies is an essential requirement upon all employees. Livewell Southwest has specific safeguarding policies and in addition, employees also have a responsibility to practice and work within the multi-agency policy developed by the Safeguarding Adults Board and the Safeguarding Children Board. Staff are also required to participate in related mandatory/statutory training. 8.5 Research For clinical posts at bands 5 and 6, there is an expectation that engagement in research will be part of this role. Therefore, an awareness of the value and relevance of research is expected and the post holder should either support existing research