JOB DESCRIPTION. Job title: Ward Clerk. Reports to: Senior Sister IPU. Hours: 37.5 hours per week ROLE PURPOSE

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1 JOB DESCRIPTION Job title: Reports to: Hours: Ward Clerk Senior Sister IPU 37.5 hours per week ROLE PURPOSE To provide comprehensive administrative support to the clinical, medical and nursing staff on the In-Patient Unit at Jersey Hospice Care. Take responsibility for managing the routine daily tasks essential for the effective administration of ward services, as well as ensuring a prompt and efficient response to non-routine events occasioned by the nature of working in an unpredictable public environment. Provide training and support, and management of volunteers, in the performance of all administrative duties, liaising with the Volunteer Co-ordinator as necessary. ROLE CONTEXT Within the IPU our nurses provide evidence-based specialist palliative care to patients at the end of their life, whilst supporting their carers and families. KEY ACCOUNTABILITIES Ensure a prompt, efficient, informed and friendly response to all visits and telephone calls to the IPU, and swift transfer as necessary to the appropriate personnel. Ensure all visitors dealt with professionally and promptly. Ensure an appropriate and prompt response is made to enquiries from patients and their visitors either in person or by telephone. Process incoming and outgoing mail including that of patients. Maintain communications with other agencies involved in a patients care: GP s, Family Nursing and Home Care, Macmillan Nurses, etc to advise on admissions, discharges or deaths, and including ing or faxing documentation for patients discharge. Organisation and / or chasing up of ambulance transfers for patients. Arrangement of in-patient appointments and organisation of appropriate transport arrangements as determined by the nurse in charge. Management of staff rostering and updating of dashboard in conjunction with the Senior Sister IPU for staff attendance, sickness etc and notification to relevant personnel. Ward Clerk (2016) Page 1 of 5

2 Organising of Bank Nurse rostering and telephoning bank staff to book for shifts as instructed by the sister in charge. Ensure that Reception is updated with changes to as a priority, especially emergency admissions, deaths and discharges. Make the necessary phone calls to notify relevant parties of patient deaths. Maintain daily records, checking that information is up to date in the admissions book and diary, and attending to any special requests. Update patient database and supplying statistical information as required. Maintain case notes and label rooms in readiness for admissions. Ensure that supplies of stationary and relevant forms are always available. Ensure equipment loans are recorded, chasing up non-returned items as appropriate. IPU Nursing Station Sitting at the nursing station act as receptionist and the first point of contact for all queries and concerns. Train and manage volunteers, and oversee the management of tasks. General Duties Undertake routine administrative tasks to include the following: Photocopying Shredding Sending faxes Date stamping all thank you cards received Make a record of all thank you messages printed in the Jersey Evening Post Maintaining and updating electronic and paper filing systems Maintaining stocks of stationery for the ward staff Assist with typing duties for all clinical, medical and nursing departments as requested KEY SKILLS KNOWLEDGE AND EDUCATION: QUALIFICATIONS & EXPERIENCE Previous experience in a similar role Ability to undertake word processing and knowledge of Microsoft software applications and data inputting Knowledge of medical terminology Essential Desirable Ward Clerk (2016) Page 2 of 5

3 Previous experience in a customer facing role Previous experience of working with volunteers Experience of working in daily contact with patients, relatives/carers and other visitors to the Hospice Appreciation of the need for absolute confidentiality and discretion Good interpersonal skills Ability to deal with complex, sensitive and emotionally challenging situations SKILLS & ABILITIES Ability to work without supervision Able to prioritise own workload Flexible approach to duties and working arrangements Ability to meet deadlines/remain calm under pressure Background Jersey Hospice Care is a charitable organisation that provides specialist palliative nursing and holistic care, free of charge. The charity is governed by a Council of Trustees and is committed to providing a professional service of the highest standard to all those entrusted to its care. Its aims are to enable patients to live the remainder of their lives to the full, to remain at home if they wish and to die with dignity where they choose. The charity covers a range of services and activities as follows: Specialist Palliative Care Team will liaise with and support generalist primary care teams across Jersey. The SPCT is made up of two parts, Clinical Nurse Specialists and the Hospice at Home service. The team will adopt a multidisciplinary approach to ensure that it provides complex symptom management and holistic care in order to provide patients with the optimum quality of life possible. Ward Clerk (2016) Page 3 of 5

4 Day Care - patients attending our day care facilities have their nursing/medical needs assessed by the multidisciplinary team of nurses, physios and complementary therapists. It also provides the opportunity for social interaction and a welcome respite for families. In-Patient Unit (IPU) - the IPU comprises twelve single en-suite bedrooms. The IPU is staffed by qualified nurses and auxiliary nurses experienced in pain and symptom management and end of life care. Therapeutic Care - Jersey Hospice Care offers a comprehensive range of therapies and complementary therapies provided by skilled practitioners, who are available through the IPU and day care facilities and the Community Bereavement Service. Community Bereavement Service - the Community Bereavement Service is available to anyone in the community who has suffered a loss, regardless of the nature of the bereavement. This service aims to offer help and support to those who have experienced bereavement and are having difficulty coming to terms with the loss. The service is managed by staff with the help of trained volunteers. Retail - there are two Jersey Hospice Care shops; a shop in St Helier and a shop in St Ouen, both now incorporated into a subsidiary trading company; Jersey Hospice Care Retail Limited. The shops are important sources of fundraising, as well as providing a vital contact with the island community. Fundraising - the Fundraising team is responsible for the many and varied fundraising activities that are crucially important to the financial stability of the charity. This function has now been incorporated into a trading subsidiary of JHC; Jersey Hospice Care Fundraising Limited. Administration and support services - a range of staff are responsible for the administration, accounts management, housekeeping and catering services that are vital to the smooth running of the charity. The administration team is typically the first point of call for those contacting Clarkson House. Volunteers - Jersey Hospice Care depends on the generous support of a large body of volunteers who assist in a wide range of roles across all areas of the charity. These include helping with day care, on In Patient Unit, through the Community Bereavement Service, and with fundraising and gardening etc. EQUAL OPPORTUNITIES Comply with and promote Jersey Hospice Care Equal Opportunity Policy and avoid any behavior which discriminates against colleagues, potential employees, patients/clients or their families on the grounds of sex, marital status, race, age, belief, colour, nationality, ethnic or national origins, religion, disability, creed, class, gender or sexual orientation. Ward Clerk (2016) Page 4 of 5

5 HEALTH & SAFETY Ensure a safe working environment and be aware of responsibilities under the Health & Safety at Work Act, taking appropriate action in the event of an accident to patients, staff, self or any other person in the work area. Jersey Hospice Care operates a no smoking policy. Review This job description was last reviewed in April 2016 THIS JOB DESCRIPTION WILL BE REVIEWED IN THE LIGHT OF CHANGING CIRCUMSTANCES AND MAY INCLUDE OTHER DUTIES AND RESPONSIBILITIES, FOLLOWING DISCUSSION WITH THE JOB HOLDER AND THEIR TEAM LEADER Ward Clerk (2016) Page 5 of 5