Ward Clerk - Adult Services

Job overview

We have had an opportunity arise within our Adult Services Care Team for a Ward Clerk to join us. Working at our Fair Havens location, adjacent to beautiful Priory Park, this role is part-time, 25 hours per week.

Please note that this is a Monday to Friday role, and candidates would need to be able to work 5 hours each day during the core operating hours of 0930 until 1430.

Main duties of the job

This role will provide coordinated team and patient administration support for our Fair Havens Care Teams, where palliative and end of life care is provided, under the supervision of the Matron/ Ward Manager.

As our "first point of call", it will undertake reception duties to the Inpatient Unit in conjunction with volunteers, ensuring all visitors to our Adult In-Patient Unit are welcomed and guided upon arrival.

This role will also be responsible for the general administration of the department.

Working for our organisation

At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.

Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.

In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you’ll be helping us continue ‘Making every day count’ for those who need us most.

At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.

We value diversity and welcome applications from all sections of the community.

1. Provide a “first point of call” for contact to the In-Patient Unit to provide general non-clinical advice, information, or guidance directly to patients, clients, relatives or carers
2. Organising and maintaining a suitable filing system for documents on Teams
3. General office duties including scanning, photocopying etc.
4. Disposal of confidential documents into confidential waste bins
5. Planning and organisation of straightforward tasks, some of which may be ongoing
6. Taking telephone calls, sometimes from patients or distressed relatives where there may be barriers to understanding
7. Ensuring that messages are passed to the correct person
8. Distribution of post within the inpatient and community teams
9. Responsible for the reporting of faulty equipment and monitoring of timely response from facilities, escalating where there are concerns to the Nurse in charge.
10. General office organisation to include assisting with stock and on-going uniform ordering, raising purchase orders, collation of patient and family feedback. In addition to this any other appropriate duties as agreed with the Ward Manager
11. Supports the daily tea & toast staff huddle
12. Provides refreshments to relatives as requested in conjunction with volunteers
13. Makes orders for sharps bins/ clinical waste
14. Facilitates delivery and collections by courier for pharmacy
15. Collates and delivers daily meal lists to the kitchen
16. Preparation of HRAS packs and respite packs for community patients
17. Assist the Matron/ Ward Manager in the collation & distribution of the weekly Friday round up to FH Care Teams
18. Monitoring care box and folder locations.
19. Collate compliments received.
20. Contact IT support when necessary
21. Scanning of patient paperwork onto electronic patient health records
22. Maintaining statistical information as identified by the Head of Adult Services and/or Ward Sister/Charge Nurse.
23. To be responsible for ensuring that volunteers are sought via the Volunteer Experience Team, to assist within the department and that they have a clearly defined task and sufficient direction and work to do in the support of all team members
24. To ensure that volunteers understand what they are required to do and provide any monitoring and training that they require on an ongoing basis
25. To foster a ‘can do’ culture by actively seeking solutions to problems
26. To foster a good working relationship with all Trustees, Executive and department staff with whom the job interacts
27. To attend staff meetings as required
28. To identify own on-going educational needs and discuss with the head of service to achieve those development needs

Person specification

Qualifications

• GCSE pass or equivalent in Maths & English

• Secretarial qualification

Skills & Experience

• Demonstrable experience of working with administrative or clerical procedures and systems
• Good level of experience of working in a frontline and people-facing role with excellent interpersonal skills
• Demonstrable office management and administrative experience.
• Excellent written and verbal communication skills
• Intermediate ability to use Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams
• Experience of updating and maintaining records, databases, and other systems
• Typing and minute-taking experience

• Previous experience working as a Ward Clerk