How To Be A Ward Clerk

Transcription

1 JOB DESCRIPTION & PERSON SPECIFICATION Ward Clerk Clerical Officer Grade 1.0WTE Specified Purpse Pst

2 JOB DESCRIPTION TITLE: REPORTING TO: SALARY SCALE: HOLIDAYS: WORKING BASE: HEALTH: CHARACTER: HOURS OF WORK: WORKING WEEK: ETHICAL CODE: CONFIDENTIALITY: JOB PURPOSE: Ward Clerk Clerical Officer Grade Ward Manager / Assistant Directr f Nursing As per Department f Health & Children Salary scales 23 days per annum pr rata. Nursing and Clinical Services A candidate fr and any persn hlding the ffice must be free frm any defect r disease which wuld render him/her unsuitable t hld the ffice and be in a state f health as wuld indicate a reasnable prspect f ability t attend regular and efficient service. A candidate fr and any persn hlding the ffice must be f gd character. 37 hurs per week. Details f starting and finishing times, which may vary in accrdance with service needs, will be ntified t yu by yur Head f Department/Deputy. There will be times when yu will be required t wrk utside f the nrmal ffice hurs. Will be determined by the Head f Department r his/her nminee The pst hlder is requested t respect the special charism, eths and traditin f Our Lady s Hspice & Care Services t bserve and cmply with its general plicies, prcedures and regulatins. Yu will have access t varius types f recrds/infrmatin in the curse f yur wrk. Such recrds and infrmatin are strictly cnfidential and unless acting n the instructin f an authrised persn, n n accunt must infrmatin cncerning staff, patients r ther hspice business be divulged r discussed except in the perfrmance f nrmal duty. In additin, recrds may never be left in such a manner that unauthrised persns can btain access t them and must be kept in safe custdy when n lnger required. The pst hlder will be respnsible fr prviding administrative and secretarial services acrss the Nursing and Clinical services and t prvide crss cver fr clleagues when necessary. 2 Jb Descriptin & Persn Specificatin Ward Clerk Clerical Officer Grade

3 Patient Administratin Duties: Principal Duties and Respnsibilities Respnsible fr accurately recrding admissin activity n Patient Administratin System (PAS) during patient admissin, including bed management, transfer activity, discharge details. This infrmatin shuld be checked daily via the daily census and any errrs crrected immediately. Ensure patients cmplete relevant Health Insurance Frms, where applicable (VHI, Garda Medical Aid, Laya Healthcare, etc.), and any ther frms that maybe required. Ensure that vital infrmatin is crrect fr invicing purpses. Ensure Standard Operating Prcedure is available in times f leave fr crss-cver arrangements. Undertake data validatin checks fllwing times f leave t ensure accuracy f patient details n PAS. T liaise with the Patient Services Dept. (Admissins Team) n a regular basis. T liaise with the Medical Recrds Office fr regular chart cllectin T ensure accurate Chart Tracking f all patient files n a daily basis. T arrange appintments fr Outpatient Department Clinics. T prepare flders fr discharged patients accrding t Hspice plicy and ensure that they are maintained in gd rder. T ensure that medical and death certificates are available fr signature. T register Deaths with the Registrar f Births, Deaths and Marriages if required Clerical and Administrative Duties: T supprt rtating NCHD s with frmatting and printing f patient Discharge Letters T cllect and distribute all charts, reprts, etc. T carry ut n-ging clerical duties and administrative tasks as they arise. T answer the telephne and relay apprpriate messages. T dcument and arrange transprt fr patients where necessary T cllect, distribute and, if necessary, re-address pst fr the Ward. T keep Nurses Statin tidy and ensure that an adequate supply f statinery is available at all times. T frward stres requisitin bks t the Our Lady s Hspice & Care Services Hspice Central Stres. T attend and participate in such meetings and events as may be required frm time t time. Any ther duties as may be assigned t the Ward Clerk frm time t time, including deputising and/r prviding crss cver fr ther staff, when required and such duties as may be assigned t him/her in relatin t any ther area f Our Lady s Hspice & Care Services. 3 Jb Descriptin & Persn Specificatin Ward Clerk Clerical Officer Grade

4 Clinical Services Duties: T srt and distribute incming mail acrss the Clinical Services n the Harld s Crss Campus & ensure all external mail is brught t Administratin ffice fr daily pst deadline. T input int databases as required. T attend t phtcpying, laminating and dcument binding acrss the Clinical Services. T type and frmat frms, reprts, minutes & letters. T frmat presentatins and psters in MS PwerPint as required. T set up and maintain MS Excel files as required. T c-rdinate inductin packs fr new staff members as per standard perating prcedures. Self-Develpment: It is expected that the pst-hlder will keep up-t-date with departmental administrative practices and all ther relevant matters t ensure maintenance f the knwledge and skill base necessary t facility gd prfessinal practice. T assume respnsibility fr his/her wn prfessinal develpment and safe wrk practice. In cperatin with the hspice management team, the pst-hlder will maintain a safe wrking envirnment in accrdance with legislatin and hspice plicy. Prfessinal: T have an excellent knwledge f Our Lady s Hspice & Care Services HR and ther relevant plicies. T present, dress and act in a prfessinal manner at all times and ensure clleagues d likewise. T ensure cnfidentiality n all matters and infrmatin btained during the curse f emplyment. Garda Vetting: Arrangements have been intrduced, n a natinal level, fr the prvisin f Garda Vetting in respect f candidates fr emplyment in areas f the health services, where it is envisaged that ptential emplyees wuld have substantial access t children r vulnerable individuals. Each candidate will be required t cmplete a Garda Vetting frm. The pst hlder may be required t perfrm ther duties as apprpriate t the pst, which may be assigned t him/her frm time t time, and t cntribute t the develpment f the pst while in ffice. The duties and respnsibilities set ut abve are a reflectin f the present service requirements and may be subject t review in rder t meet the changing needs f the service. 4 Jb Descriptin & Persn Specificatin Ward Clerk Clerical Officer Grade

5 Persn Specificatin Factrs Essential Desirable Qualificatins Cmputer/Administratin qualificatin in a related field. Demnstrate a cmmitment t cntinuing prfessinal develpment. Relevant Qualificatin at Diplma level r higher. ECDL r equivalent administratin qualificatin. Medical Secretary Qualificatin. Experience One year s experience wrking in a fast paced Administratin rle. Experience f wrking with MS Packages Wrd/Excel/PwerPint/ Access. Experience wrking in a Hspital envirnment. Cre Cmpetencies Prfessinal Knwledge and Skills Knwledge t carry ut the duties f the rle. Ability t wrk in an accurate and cnsistent manner, utilising systems and prgrams in the mst efficient manner. Interpersnal & Cmmunicatin Skills Demnstrate gd cmmand f the English language bth written and verbal t effectively carry ut the duties and respnsibilities f the rle Demnstrate an ability t cmmunicate effectively, with cmpassin and empathy with patients and their families. Display awareness and appreciatin f the service users Ability t cmmunicate at all levels. Draws n a variety f cmmunicatin methds t fit situatin/circumstances Listens penly, using questins t check fr understanding/avid misinterpretatin 5 Jb Descriptin & Persn Specificatin Ward Clerk Clerical Officer Grade

6 Attentin t Detail High level f attentin t detail. Accuracy Initiative/Teamwrk Ability t wrk n wn initiative while remaining an effective member f a team. Demnstrate effective team skills Planning & Organising Demnstrate flexibility and penness t change Maintaining structured systems Can multi-task, withut lsing fcus Manages cmpeting and changing pririties in line with the demands f the in-patient unit. Organisatinal Knwledge Strng understanding f Our Lady s Hspice and Care Services Cre Values & Eths. 6 Jb Descriptin & Persn Specificatin Ward Clerk Clerical Officer Grade