Job description

Job responsibilities

Key Duties/Responsibilities

To adopt a flexible approach and recognise changing priorities throughout the day in respect of the fluctuating nature of a busy service.

To ensure accurate and efficient allocation, recording and despatch of mail.

To receive telephone calls, refer to nursing staff or take/allocate messages as appropriate.

To receive and send documentation and e-mail as per policy

To produce correspondence and other documentation as required.

To photocopy, collate and distribute documentation as required.

Where appropriate take responsibility for inputting staff ESR data.

Undertake the storage, receipt and return of electronic patient records.

To maintain manual and computerised filing systems, so as to ensure the efficient retrieval of information.

To input and look up patient data on computerised information system as required.

To book transport and appointments for patients with other departments as directed by nursing staff.

To liaise with other departments and agencies on behalf of nursing staff as requested.

To assist nursing staff in administrative duties relating to staff cover and absences.

To assist with ordering procedures for ward supplies, with particular responsibility for maintaining stationery stocks.

To support when required, the ward in ensuring they remain compliance with MHA/MCA Law requirements i.e. checking expiry dates, assisting with reminders

Ensure all patient demographics within the electronic records are up to date and correct

Ensure that relevant discharge information is sent to the patients GPs within the specified timeframe.

To provide reception services for the ward, using the door security system, as appropriate, receiving visitors on behalf of the ward, dealing sensitively with people, in person and on the telephone, taking accurate messages and providing follow up action as required, using appropriate initiative.

To support with the induction of staff and oversee the process for booking and recording staff training, providing the Ward Manager with a regular report of compliance.

To provide cover for other ward administrative staff; when required this may be in other areas.

To participate in the Trusts supervision and appraisal system.

To carry out any other duties as requested.

To be aware of and able to use de-escalation techniques and physical breakaway.

To undertake delivery and collections as required

Work unsupervised in the office and ward areas, but also as part of a wide multi-disciplinary team.

Specialist/technical requirements

To maintain records of sickness/absence/leave/training for the team.

Organise and facilitate relevant meetings, preparing the agenda and taking notes of the meeting.

When required book bank staff via the Nurse Bank as instructed by the Ward Manager or Deputy.

To develop and maintain basic databases and spreadsheets as required.

To maintain the wards digital pathway tool managers.

Person Specification

Qualifications

Essential

• Good standard of secondary education; GCSE at Grade C or above or equivalent
• Numeracy and Literacy skills to a Level 4
• IT skills
• Administrative skills

Desirable

• RSA 3 or equivalent experience and evidence of further practical experience or equivalent

Experience

Essential

• Previous experience of working with the public
• Awareness of the concept and application of confidentiality
• Experience of working as part of a team

Desirable

• Previous experience of working in a healthcare or related setting
• Experiencing of ordering and stock control
• Experience of developing, managing and maintaining office information systems

Knowledge

Essential

• Ability to deal sensitively with staff and clients in person and on the telephone
• Ability to communicate effectively.
• Ability to liaise on behalf of the team both within and outside the organisation.
• Awareness of the importance of confidentiality - ability to work within appropriate boundaries.
• Ability to use good judgement skills when dealing with enquiries and problems
• Computer skills, knowledge of Microsoft packages including word
• Good organisational skills

Desirable

• Knowledge of Microsoft packages - Excel and Power-point

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North Staffordshire Combined Healthcare Trust

Address

Ward 4, Harplands Hospital

Stoke-on-Trent

ST4 6TH

United Kingdom

Employer's website

https://www.combined.nhs.uk/working-together/join-our-team/ (Opens in a new tab)