Childrens ED Reception

Princess Alexandra Hospital; Harlow; On-site; GBP 21,000 - 24,000; Full time

Job summary

Princess Alexandra Hospital in the United Kingdom is seeking a Clerical Assistant for the Paediatric Emergency Department. You will provide essential clerical and reception support, ensuring accurate data entry into NERVE centre and COSMIC, and maintain patient records with confidentiality and care.

You will liaise with multiple hospital departments and external organisations to facilitate timely discharges, appointments, and efficient patient flow within a busy ED environment.

Qualifications

• Clerical support experience in healthcare settings preferred.
• Demonstrated data entry accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Provide clerical and reception support in Paediatric Emergency Department.
• Input demographic and clinical information into NERVE centre and COSMIC.
• Maintain high standards of record keeping in patient notes and filing system.
• Liaise with hospital departments and external organisations (GPs, dentists, other hospitals).
• Support nursing staff with administrative duties and register patients for ED, clinics, and appointments.

Skills

Clerical skills

Data entry

Reception

Telephone handling

Record keeping

Confidentiality

Education

GCSEs or equivalent

Tools

NERVE centre

COSMIC system

NHS portal

System One

Job description

Emergency Department (ED) team. The children’s ED is a fast paced environment and see approximately 25,000 children and young people every year from across west Essex and East and North Hertfordshire. . We recognise and acknowledge the importance of providing opportunities for learning and development by providing training and support for staff where specific needs have been identified. We believe that providing excellent education, training and development will ensure our staff are well equipped to deliver the best and safest care possible. We run a 24-hour service split into morning, mid and night shifts, so flexibility is essential. Main duties of the job You will provide clerical support for key areas in the Paediatric Emergency Department and obtain data/information to assist in clinical and operational decision making. You would maintain high standards of record keeping, within patient’s hospital notes and the departments filing system and liaise with all departments within the hospital and also with outside organisations such as GP surgeries, dentists, other hospitals etc, in the best interests of our patients. You would provide the Paediatric Emergency Department with efficient clerical and reception support in the best interests of the patients and staff.

• To provide clerical support for key areas in the Paediatric Emergency Department.
• To provide and obtain data/information to assist in Clinical and operational decision making.
• To maintain high standards of record keeping, within patient’s hospital notes and the departments filing system.
• To liaise with all departments within the hospital and also with outside organisations such as GP surgeries, dentists, other hospitals etc, in the best interests of our patients.
• To provide the Paediatric Emergency Department with efficient clerical support in the best interests of the patients and staff.

The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave—a national programme that’s changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.

This means we’re working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.

We’re a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.

Join us and help shape the future of care in West Essex.

Duties and responsibilities

• To assist members of the general public and staff throughout the Trust by being polite and efficient at all times.
• To input demographic and clinical information into NERVE centre & COSMIC system to maintain high standards within our filing system to enable easy access to patients ED notes, as and when require.
• To check the Child protection Information system of every child who is brought to the Emergency Department
• To answer telephone enquiries quickly, professional and to be polite at all times.
• To register patients who attend any of the areas within the Paediatric Emergency Department, efficiently and accurately with the utmost confidentiality and deal with all phone calls in a professional manner
• To support nursing staff with administrative duties for all areas
• To register patients who arrive in ED, either as a self-referral, GP or have arrived by ambulance.
• Updating all demographic details as necessary and ensuring that confidentiality is upheld in accordance with the Data Protection and the Access to Health Records Acts.
• To ensure that the assessment nurse is aware of any patients that need to be seen as a matter of priority due to their presenting condition
• To ensure that any patients who attend the department, and have not been resident in the United Kingdom for 12 months, complete an IGA form
• To retrieve patients most recent attendance if patient has re-attended with the same/similar problem
• To make all Fracture Clinic appointments and ensure that the patients is aware of their appointment.
• To book requested UTC Appointments as per streaming nurse or clinician and redirect
• To liaise with various internal departments and external agencies to ensure the organisation of timely discharges, make outpatient appointments.
• In the event of a Major Incident being declared, the Clerical Assistant is to follow their designated responsibilities as detailed on their action cards.
• To ensure that all office equipment is maintained and to report any faults on any of the machines including the photocopiers, printers and PCs to the appropriate departments.
• To ensure that all mandatory training days are attended on a yearly basis including; Information Governance, manual handling and fire training.
• To be aware of and to adhere to the responsibilities of the Health/Safety at Work Act and the Data Protection Act at all times.
• To ensure that the reception areas and the waiting area is kept tidy at all times and to inform the departments domestic of any spillages etc.
• To inform all staff of any security incidents that may occur in the department and to bleep the security staff if needed. To complete a Datix incident report form, where necessary
• Print labels and wristbands.
• Work in conjunction with the ED Tracker to ensure screen is up to date and times accurately reported at all times.
• Ensure pro-forma stocks are regularly restocked and orders regularly placed.

This job description may be subject to change according to the varying needs of the service. Such changes will be made after discussion between the post holder and the manager. All duties must be carried out under supervision or within Trust policy and procedure.

Systems & Equipment

Computer skills use of the following systems;

• Alex Health – First Net
• NHS portal
• System one