Ward Administrator - Clinical Immunology

Job overview

To provide a clerical service to the Eden Unit, assist the nursing staff in the reception of patients and visitors to the ward. To work in collaboration with staff in other areas of the Directorate and Trust to facilitate a streamlined service for the patient.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

To provide and deliver a high standard of a full clerical service to the Unit using a varied range of work procedures, many of which are non-routine, requiring a level of theoretical proven knowledge.

Working for our organisation

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

1. Build and sustain effective working communications with other roles involved in the directorate and hospital as required to ensure collaborative working practices.
2. To maintain effective communication with all members within a multi-disciplinary team and participate in team working
3. The post holder will need to communicate with staff across all levels and disciplines within the hospital and wider community e.g.

• Consultant Immunologists
• Specialist Registrars
• Other medical staff
• Directorate Manager
• Ward Administrators
• Medical Secretaries
• Nursing staff
• IM&T staff
• iPM Administration staff
• Patients, relatives and carers

• Answers the telephones in a timely polite manner dealing with patient and relative enquiries, taking advice from the senior nurse were appropriate.
• Be competent with the iPM computer system
• Maintenance of case notes, including investigation reports, ensuring that all contents are filled strictly in accordance with the order laid down.
• List notes in preparation for collection by the Coding Department.
• Attend & contribute to Unit meetings.
• Assist & teach new staff members regarding working arrangements, Trust policies and strategies.
• Ensure work is complete and followed through at the end of the shift, communicating with colleges to ensure incomplete jobs are completed the same or following day.

• Build and sustain effective communications with other roles involved in the health community as required to ensure good team working and collaborative working practices in particular.
• Work collaboratively within in multi-disciplinary team and participate in the training of locum and support staff to Ward/Trust policies and routine.
• Daily contact with patients, relatives and all other grades of hospital staff.
• GP’s
• External agencies as required.

• Exceptionally busy and stressful workload under significant time pressures and deadlines.
• Requirement to exert physical effort when dealing with quantities of notes
• Requirement to work at a VDU screen for at least 75% of the working day
• Sitting in a restricted position for long periods of time

• Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.
• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.
• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

Person specification

Knowledge & Experience

• Good communication skills both verbal and written
• Clerical demonstrable experience

• Previous demonstrable experience in a large clinical setting
• Proven knowledge of patient management systems

Qualifications

• Educated to GCSE level in Maths and English, grade A-D
• Computer Literate

• NVQ in Administration

Aptitude & Abilities

• Good communication and interpersonal skills
• Understanding of appointment systems

• Ability to work across multiple teams

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.