Ward Clerk

  Blackett Avenue, Newport, NP20 6NH

About the role

Salary: In line with National Minimum Wage

Hours: 15 hours per week (Monday and Tuesday with some flexibility to cover holidays etc)

Closing date: Monday 17th February 2025

Role type: Permanent

Job Summary:

To provide administrative support to the Inpatient unit, having up to date knowledge of Ward Clerk duties and responsibilities would be desirable.

Key Areas of Responsibility:

Admin support for In-patient Unit

Referrals/CANISC

  • Opening up and closing admin office and reception.
  • Adding new referral into Canisc – generating referral paperwork and passing information to staff.
  • Maintaining referral database – updating list of outcomes for referrals – ensuring Canisc is updated and referrals are not left un-actioned.

Admissions/Outcomes/CANISC

  • Producing patient folders for patient being admitted
  • Producing appropriate patient paperwork including Canisc information, results and reports, producing patient labels etc
  • Maintaining and updating patient files and information 
  • Maintaining and updating admission database and ensuring Canisc is correct
  • Patient outcome administration – Canisc and spreadsheet
  • Dr’s Discharge letters on Canisc and letters sent to GP’s etc
  • HIW form production and ensuring sent at appropriate time
  • GP update letters
  • Inputting MDT reports per patient
  • Ensuring paperwork for MDT meeting available & attend MDT
  • Inputting Dr Weekend handover sheets – per patient 
  • Prepare trolley for ward rounds

General

  • Transport bookings
  • Faxing and dealing with pharmacy requests
  • Physio requests etc
  • Scanning files and maintain filing system
  • Maintenance and production and updating of hospice forms 
  • IT and Canisc  support for clinical and admin support
  • Ensuring notes trolley and filing are tidy and up to date
  • Ensuring donations are dealt with appropriately 
  • Strip and scan notes
  • Ensure visitors are dealt with appropriately

Stationery / Ordering

  • Order and maintaining stationery suppliers

Reception / Volunteers

  • Delegate tasks to volunteers as necessary and appropriate
  • Manage, support and develop rota for reception volunteer to ensure reception is covered
  • Support volunteers and ensure jobs are completed as necessary

Statistics

  • Producing and maintaining on going statistics for referrals, admissions and bed occupancy
  • Ensuring statistics are correct with internal database and also match information and statistics recorded on Canisc
  • MDS reports
  • Record  In-Patient daily stats

Person Specification

Qualifications and Training

  • RSA II or equivalent in a relevant subject
  • Level 3 Diploma for medical secretaries (would be beneficial)
  • GCSE or equivalent in Maths and English

Essential

  • A good knowledge of medical terminology
  • Previous experience of working within a medical background
  • I.T. literate with a proven record working knowledge of MS Word and MS Windows
  • Accurate audio typing skills
  • Ability to work with minimum supervision
  • Excellent organisational and communication skills
  • Articulate and flexible
  • Proven ability to manage and prioritise a defined workload
  • To carry out any other duties which may be required 

Desirable

  • Certificate in medical administration
  • Experience in a similar type role
  • Experience of working within the voluntary sector
  • Experience of working in a healthcare setting
  • Proven experience of managing a small team
  • Bi-lingual/Welsh speaker

 

Other Information

Health and Safety

To ensure that the agreed procedures are carried out and be aware of the responsibilities placed on employees under the Health and Safety at Work Act. To maintain a safe environment for employees and visitors.

Data Protection

If you are required to do so, process and/or use information held on a computer or word processor in a fair and lawful way. To hold data only for specific registered purposes and not to disclose it in any way incompatible with such a purpose. To disclose data to authorised persons or organisations as instructed.

Equal Opportunities

It is the aim of St David's Hospice Care (SDHC) to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, colour, nationality or ethnic origins, or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, SDHC has an Equal Opportunities Policy and it is for each employee to contribute to its success.

No Smoking Policy

SDHC operates a No Smoking policy.

Conditions of Service:

In accordance with SDHC Employment Manual.

Pension Scheme

A Pension Scheme is offered on appointment.  Staff may prefer to make their own arrangements.

Confidentiality

All information concerning patients/clients and staff must be treated as strictly confidential at all times.

Application form

If any parts of this form require an answer but do not apply, please enter 'Not applicable' or 'N/A'.

Section 1: Personal Details






May we contact you at work?*
  






Are you free to remain and take up employment within the UK with no current immigration restrictions?*   

Please indicate how you learnt of this vacancy


Section 2: Education, Training & Qualifications




Delete this entry

Section 3: Courses attended not leading to professional qualifications



Delete this entry

Section 4: Membership of professional bodies





Section 5: Present or most recent employer










Hours*
   


Section 6: Employment record

Please include a full employment history since leaving full time education accounting for any gaps, most recent first.








Delete this entry

Section 7 : Other employment


Section 8: Leisure


Section 9: Experience and other information


Section 10: Cautions, Rehabilitations and criminal records


If, due to the nature of the work for which you are applying (please refer to Job Description / Person Specification) your application is exempt from the provisions of Section 4(2) of the Rehabilitation of Offenders Act 1974, (Exemptions) Order 1975, you will not be entitled to withhold information about convictions which are for other purposes 'spent' under the provisions of the Act. In the event of employment, any failure to disclose such convictions could result in dismissal. Successful candidates will be required to complete a Disclosure Application at Standard or Enhanced level, depending on the nature of the post, for submission to the Disclosure Barring Service. St. David's Hospice Care complies fully with the DBS Code of Practice and the Data Protection Act 1998 regarding disclosure information. Any information given will be treated as completely confidential and will only be considered in terms of its relevance to an application for positions to which the order applies. A criminal record will not necessarily be a bar to obtaining a position. If you have any concerns or queries on this matter, please seek advice from the HR Manager.

Section 11: Driving licence

Do you hold a current UK driving licence?*
   



Do you have access to a car?*
   

Section 12: Employment status

Are there any restrictions on you taking up work in the UK?*
   

Section 13: Referees

Please give below the names of two referees who have agreed to give a reference on your behalf and who are not related to you. One of them should be your existing or most recent employer.

Referee 1



Dates known





May we contact this referee prior to interview?*
   

Referee 2



Dates known





May we contact this referee prior to interview?*
   

Section 14: Background information

Have you had a recent bereavement of a close family member or friend?*
   

We advise a person who has had such a bereavement not to begin employment at St David’s Hospice Care until at least one year has elapsed. If, however, you feel able to begin employment and would like to discuss the possibility of doing so, please contact the Personnel Manager, who will be happy to discuss this with you.

Section 15: Declaration

Privacy Policy

Data protection: Information from this application may be processed for purposes registered by the Employer under the Data Protection Act 1998. Individuals have, on written request the right of access to personal data held about them.

Thank you for your application

We will get back to you as soon as we can.

Sorry, an error ocurred: