Job Description

Job Purpose To provide administrative and clerical support to the clinical and nursing staff within gynaecology services To ensure the availability of accurate patient records and documentation as per Trust policies and procedures To liaise with patients, relatives and other members of the public politely and efficiently, ensuring confidentiality and security of patient information as per Trust policy and in line with Information Governance guidance Key Duties To provide a reception service, handling initial enquiries, gathering basic information and taking initial action within defined protocols to assist in resolving any queries To keep staff informed of patients attending and discharges, and to ensure queries from other members of staff and members of the public are dealt with appropriately either in person or on the telephone To receive general telephone calls, recording messages and responding to initial enquiries, referring the call to the relevant member of staff, as appropriate. To make telephone calls on behalf of the Nursing/Medical team as directed To assist in admitting and discharging patients using manual and computerised systems To prepare documentation for planned clinics To file reports, correspondence, forms, etc. in patients notes in an ordered manner, to facilitate the efficient retrieval of such documentation on request To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval To arrange transport between departments and to destinations outside the hospital, as required To assist with housekeeping duties within ward/department To maintain effective communication with ward clerk / clerical team assistant colleagues within the department To provide relief cover within the Directorate undertaking any duties within the scope of the ward clerk / clerical team assistant role Arrange follow up appointments for patients prior to discharge Ensure that patient case notes are available, creating temporary notes whilst original notes are located Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients Facilitate the prompt collection of data by liaison with the clinical coding department Assisting junior doctors with administrative tasks such as form completion and audits Provide general clerical support such as photocopying, typing, opening and sending post Stock and equipment ordering and monitoring, stationary orders, personnel administration, arranging repairs To assist in the booking of Bank and Agency staff under the supervision of the Ward Manager / Bleep holder. General Duties: To ensure the confidentiality of all patient information and Trust business To comply with all Trust Policies and Procedures In accordance with the Trust's Health and Safety Policy, the postholder must take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work The postholder must co-operate with staff in complying with any statutory requirements and participate in the workplace monitoring processes in order to help maintain a healthy, safe and secure workplace To report any accidents, untoward incidents and complaints in accordance with risk management and Trust policy To create and maintain positive working relationships with colleagues and other staff within the workplace To act always in a manner which will promote a professional and good image of the ward/department To respond appropriately to clinical emergencies as directed by the nurse in charge To contribute / to participate in any initiatives to improve the quality of service to patients.