Ward Clerk

University Hospitals of Leicester NHS Trust; Leicester; On-site; GBP 21,000 - 25,000; Full time

Job summary

University Hospitals of Leicester NHS Trust is seeking a personable administrative assistant to support patient administration and frontline reception across our campuses in Leicester. You will register patients, manage case notes, and ensure accurate records and timely communications with the clinical teams.

The role requires good English, basic computer skills, and the ability to work calmly under pressure as part of a busy, multidisciplinary team.

Qualifications

• Good standard of written and spoken English.
• Basic computer skills.
• Experience working with the general public.
• Ability to cope in stressful and demanding situations.
• Commitment to confidentiality and discretion.
• Able to prioritise and work in a multi-disciplinary team.
• Caring and compassionate approach.

Responsibilities

• Use trust IT systems to reflect patient movements and keep demographics up to date.
• Register new patients and liaise with medical records for case notes.
• Attach patient labels to documents and complete admission/discharge sheets.
• Merge paper notes and support clinical coding with comprehensive records.
• Ensure discharge summaries and lab results are correctly filed.
• Receptionist duties and first point of contact for staff and visitors.
• Pass messages to patients and relay updates to clinical teams.
• Maintain professional communication and confidentiality at all times.

Skills

Communication

Time management

Multitasking

Confidentiality

Initiative

Compassionate

Job description

Detailed job description and main responsibilities

• Use the trust IT systems to reflect patient movements including admit, transfer and discharge patients and clinical attendances, always make sure the patient demographics are up to date and follow up appointments are booked.
• Register new patients, source and retrieve case notes from the trust and other hospitals liaising with the medical records department.
• Ensure patient labels are attached to every document within the patient file.
• Complete front sheets for the notes showing dates of admissions and discharges.
• Merge paper case notes and supply comprehensive paper records to the clinical coding team to ensure activity is recorded correctly
• Ensure all discharge summaries (written by doctors) are completed correctly and all laboratory results are filled in the case notes after being checked and signed by doctors
• Receptionist duties
• Be the first point of contact for staff, visitors and callers, respond to enquiries as appropriate and answering and directing calls
• Ensure messages are passed on to patients from their relatives and messages given to the clinical team to call patients next of kin to update them
• Knowledge and skills required
• To be able to organise time effectively.
• The post holder should be able to communicate effectively with a variety of people remaining courteous at all times, especially when dealing with patients & relatives
• To be able to remain calm under pressure
• The post holder must be an excellent team player who works closely with colleagues to deliver a smooth sufficient service

Please see job description/person specification for further details on the role

Person specification

Equality, Diversity and Inclusion

Essential criteria

• Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs.
• All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others

Training and qualifications

Essential criteria

• Good standard of written and spoken English
• Basic computer skills

Desirable criteria

• Computer/typing/secretarial course

Experience

Essential criteria

• Experience working with the general public
• Basic knowledge of clerical duties

Desirable criteria

• Previous experience of clerical duties in the health care setting

Communication ansd relationship skills

Essential criteria

• Able to cope in stressful and demanding situations
• Ability to uphold confidentiality
• Able to prioritise and work in multi-disciplinary team
• Able to communicate effectively and sensitive to needs
• Must be able to use own initiative
• Caring & compassionate

Desirable criteria

• Demonstrates motivation to learn

Other requirements specific to the role

Essential criteria

• Must be able to work a flexible shift patter to cove 24/7 365 days a year

Commitment to Trust Values and Behaviours

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours

Additional Information

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.