JOB DESCRIPTION

Job Title: Ward Administration Clerk

Division/Department: EOC Gladstone 4
Responsible to: Clinical Nurse Manager
Accountable to: Matron
Band: 2
Hours: Full Time / 37.5 hours
Working hour Monday – Friday: 08:00 – 16:00
Tenure: Permanent
Location: Central Middlesex Hospital
In order to meet the needs of the Trust’s services you may be
required from time to time to work at different locations to your
normal place of work

Organisational Values

All staff employed by the Trust are expected to embody our ‘HEART’ values throughout their employment.
The values describe how we interact with each other and our patients and underpin everything we do and
say to achieve our vision:

Honesty - open and honest in everything we do

Equity – we're kind and caring, we act with fairness, and we're understanding
Accountability – we will provide excellent care and ensure the safety and wellbeing of all patients
Respect – we treat everybody the way we would like to be treated
Teamwork – we work together to make improvements, delivering consistent, high quality, safe care
JOB SUMMARY

Responsible for all administrative functions relating to the ward.

Participate in the reception of patients and relatives in the clinical area and act courteously to all visitors.
Works within set routines, policies and procedures/can use own initiative with patient enquiries.

Structure
Matron

Clinical Nurse Manager

Ward Clerk

KEY RESPONSIBILITIES

The ward clerk will:

 Work collaboratively and co-operatively with their ward clerk colleagues to provide full
administrative, reception and clerical support to the wards.
 Input and retrieve information from ICS/PAS/Cerner/Epro/Mediviewer
 Maintain data quality of all activity in the ward
 Manage patient casenotes
 Work collaboratively and co-operatively with others to meet the needs of patients and families
 Provide cover for other ward clerks in the department during periods of absence

Key Working Relationships and Communication

 To ensure appropriate information is available on the ward for patients and visitors
 To deal with enquiries from medical staff and the public concerning the admission, discharge and
transfer of patients.
 Provision of general non-clinical advice to patient and their families - deal with face to face and
telephone enquiries in a sympathetic, pleasant and efficient manner, ensuring messages are relayed in
an appropriate and timely manner, referring calls and enquiries to Ward Manager where appropriate
 Liaise with patient, relatives and hospital staff / other departments.
 The postholder must maintain the confidentiality of information about patients, staff and health service
businesses in accordance with Trust Confidentiality Policy and the Data Protection Act.
Level of responsibility

Admissions

 Maintain bed state on ICS Live using the following functions

 Admit
 Discharge
 Transfer
 Case note tracking

 Updating and amending patient details on ICS/PAS/Cerner Live, daily production of front sheets/labels

Maintenance of case notes

 Obtain relevant notes
 Filing of information into notes
 Production and filing of patient labels/front sheets
 Maintaining orderly storage of notes
 Return of notes to appropriate destination

Administration
 Collect and distribute post
 Photocopying
 Filing as required
 Typing and distributing letters, memorandums, reports, project plans and general correspondence
relating to ward issues
 Archiving of old notes
 Ordering of ward stocks in conjunction with the ward housekeeper

Leadership and Resource

 Work as part of a team
 Prioritise own workload to ensure essential tasks are carried out
 Demonstrate duties and routine work to new starters
 Ensure data is recorded for all activity
 Liaise with Overseas Officer to ensure that information on overseas visitors, private patient and amenity
beds is collated for the purpose of effective management and invoicing.
 Maintain stocks of stationery, forms and other documentation as used by wards to ensure adequate
supply for daily usage. Prevent wastage and overuse
 Supervise volunteers
 Report untoward incidents such as complaints, clinical emergencies, and injury as per Trust
policies/procedures

Training and Education

 Contribute to own personal development – take part in the development review process, identify
learning needs and take part in training opportunities.
 Ensure mandatory training is kept up to date

Financial responsibility
 No direct budget responsibility, but ensure effective and efficient use of resources
 Responsible for the ordering of stationary and ensuring delivery.

Service Development and Improvement

 To assist in the orientation of new and temporary staff members to the ward
 Undertakes surveys/audits as necessary to own work
Responsibility for dealing with difficult situation
 Maintain standards of own practice, being clear about reporting mechanisms

Physical Working Conditions and Environment

 Recognize situations that may be detrimental to the health and well-being of the individual, and take
appropriate action
 To adhere to the Health and Safety at Work Act and COSHH regulations
 To maintain equipment in a safe and satisfactory condition, to report immediately any malfunction
 To ensure compliance with Trust policies/procedures/clinical guidelines for self and others
 To assist in maintaining adequate stock of supplies necessary for the smooth function of the ward
 Help keep the stationary and reception areas generally clean and tidy and maintain a pleasant
Environment

Knowledge, Training and Education

 Knowledge of patient administrative system (computerised); case note tracking
 Standard key board skills and basic computer knowledge
 Undertake personal development to meet identified needs
 Attend and complete mandatory trainings and appraisal annually.

Any other aspect of the role

 Support people’s equality, diversity, and rights
 To support colleagues
 Occasional exposure to distressing or emotional circumstances
 Ensure own compliance with regard to mandatory training and own development

ADDITIONAL RESPONSIBILITIES

INFORMATION GOVERNANCE
All NHS workers must abide at all times by the Confidentiality: NHS Code of Practice document issued by
the Department of Health and follow the relevant confidentiality and privacy policies specifically adopted by
the Trust. Information relating to patients, employees and business of the Trust must be treated in the
strictest confidence and under no circumstances should such information be discussed with any
unauthorised person(s) or organisations. All information collected, stored and used must be done so in
compliance with the Data Protection Act, the Freedom of Information Act (2000) and all relevant Trust
Policy. Breaches of confidentiality or information governance protocol may lead to disciplinary action.

INFORMATION SECURITY
All staff must adhere to the requirements of the Trust’s Information Security Policy, which covers the
deployment and use of all of the Trust’s electronic information systems (i.e. all computers, peripheral
equipment, software and data). In serious cases, failure to comply with the Policy may result in disciplinary
action and could also result in a criminal offence.

HEALTH AND SAFETY AT WORK Act (1974)

You are required to take reasonable care for your health, safety and welfare and that of other people who
may be affected by your actions or omissions. These responsibilities apply at all times whilst you are at
work or on duty and apply to all Trust premises and also whilst working in the community or on any other
Trust business.

EQUAL OPPORTUNITIES AND EQUALITIES LEGISLATION

It is the policy of London North West Healthcare NHS Trust that no user of service, present or future
employee or job applicant receives less favourable treatment on the grounds of their sex, perceived or
actual sexual orientation, marital status, race, religion or belief, age, creed, colour, nationality, national
origin, ethnic origin, or disability, or on the grounds of their association with someone in one of these
groups; nor is disadvantaged by any conditions or requirements which cannot be shown to be justified.

PATIENT & PUBLIC INVOLVEMENT

Section 11 of the Health & Social Care Act 2001, places a duty on NHS organisations to involve and
consult patients, the public and other stakeholders in the planning and ongoing development of services. It
is the responsibility of each member of staff, clinical and non-clinical to appropriately involve and consult
patients, the public and other stakeholders.

RISK MANAGEMENT
You are required to contribute to the control of risk and use the incident reporting system to alert the Trust
of incidents or near misses that may compromise the quality of services.

CORPORATE / CLINICAL GOVERNANCE

It is the duty of every employee to fulfil their individual clinical governance responsibilities and their
expected contribution to ensuring that the Trust complies with benchmarked standards for quality of clinical
care.

INFECTION CONTROL AND HOSPITAL-ACQUIRED INFECTION

Infection Control is everyone’s responsibility. All staff, both clinical and non-clinical, are required to adhere
to the Trust’s Infection Prevention and Control Policies and make every effort to maintain high
standards to infection control at all times thereby reducing the burden of Healthcare Associated Infections
including MRSA. In particular all staff have the following key responsibilities:
 Staff must wash their hands or use alcohol hand rub on entry to or exit from all clinical areas and
between each patient contact.
 Staff members have a duty to attend infection control training provided for them by the Trust.
 Staff members who develop an infection that may be transmissible to patients have a duty to contact
Occupational Health.

SAFEGUARDING CHILDREN AND VULNERABLE ADULTS

We all have a personal and a professional responsibility within the Trust to identify and report abuse. The
abuse may be known, suspected, witnessed or be limited to raised concerns. Early recognition is vital to
ensuring the patient is safeguarded and any other people (children and vulnerable adults) who may be at
risk. The Trust’s procedures must be implemented, working in partnership with the relevant authorities. The
sharing of information no matter how small is of prime importance in safeguarding children, young people
and vulnerable adults. As an employee of the Trust you have a responsibility to ensure that:
a) you are familiar with and adhere to the Trusts procedures and guidelines for safeguarding children
vulnerable adults.
b) you attend safeguarding awareness training and undertake any additional training in relation to
safeguarding relevant to your role.

STAFF COMMITMENT TO PATIENT CARE

You are expected to ensure that patients’ needs, experience and safety come first and to treat patients,
carers, visitors, and colleagues with dignity and respect.

HEALTH RECORDS
Clinical staff must keep accurate and clear information which is essential for the proper care of patients.
Clinical and non-clinical staff who handle or use, case notes are individually responsible for the
confidentiality, tracking, filing and good order of the case note at all times as outlined in the Medical
Records Policy and the Information Lifecycle Management Policy. For further information refer to;
Department of Health website-Records Management; NHS Code of Practice- 2006.

NHS CONSTITUTION AND CODE OF CONDUCT FOR MANAGERS

Staff are required to act in accordance with the legal duties and expectations relating to their
responsibilities to the public, their patients and colleagues set out in section 3b of the NHS Constitution and
pages 98-109 of the Handbook to the NHS Constitution. For Managerial staff, including anyone with
supervisory responsibility, the core standards of conduct set out in the NHS Code of Conduct for NHS
Managers (2002) or any subsequent amendments.

This list is only an indication of the main tasks required to be performed. It is not an exhaustive list of duties
and responsibilities and may be subject to amendments to take account of changing circumstances.

The Trust reserves the right that you may be required to undertake such other duties and/or hours of work
as may reasonably be required of you commensurate with your grade at your normal place of work or from
another location within the Trust.
PERSON SPECIFICATION
Job Title: Ward Administration Clerk
Division/Department: Charles Kingsley Ward

REQUIREMENT ESSENTIAL DESIRABLE

1. Good basic numeric and literacy skills  NVQ level 2 in office admin
Education/Qualification 2. GCSE grade A-C English and Maths or  NVQ customer care
equivalent

1. Computer literate, good basic IT skills  Previous NHS experience

2. Experience of dealing with the public by and/or caring environment
phone and in person  Knowledge of patient
Knowledge & 3. Experience of working in busy administration systems
Experience environment  Working within a team
4. Evidence of maintaining effective office
systems
5. Effective verbal, written and electronic
communication

1. Good oral and written communication  Good interpersonal skills

skills  Able to work as part of a team
2. Good organisational skills and independently
3. Flexible and able to work effectively in
Skills, Abilities and different areas
Attributes 4. Able to prioritise workload and work with
minimal supervision
5. Ability to concentrate and focus on tasks
with frequent interruptions
6. Ability to work across a multi-professional
team
7. Willingness to learn new skill

HEART Values Demonstrate commitment to Trust HEART

values – Honesty, Equality, Accountability,
Respect, and Teamwork.

Person specifications should be kept to a maximum of 25 bullet points

Job description and person specification drafted / amended by:

Name: Designation: Date:

JOB DESCRIPTION AND PERSON SPECIFICATION AGREEMENT

Job Holder’s Signature Date

Line Manager’s Signature Date