Band 2 Administration Clerk

Job overview

Job Title: Band 2 Administration Clerk

Hours per week:  37.5 hours hours per week (long days, weekends, bank holidays)

Perm/Fixed Term: Permanent

Salary: £23,615 per annum

Closing Date: 20th December 2024

Interview Date: 6th January 2025

The SDEC unit works in conjunction with Our Virtual Ward service at George Eliot Hospital to look to support our patients and receive the care they may need.

**This post may close early due to high numbers of applications, so you are advised to apply promptly. **

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

#JoinTeamEliot

This is an exciting opportunity as a administrator for the SDEC unit whereby an individual to be able to further develop skills and work within a skilled fast-paced team. The Unit is a small, busy, and friendly team.

The Same Day Emergency Care (SDEC) Unit is based across two clinical areas that consists of two clinical areas for its Planned and Unplanned (ED) pathways.

The emergency department (ED) pathway working hours are 08.30-20.00 and our Planned pathway working hours are 07.30-20.00.

Main duties of the job

The SDEC unit provides provisions of same day care for the Acute Medicine Service at George Eliot Hospital which otherwise be admitted into hospital.

This care model, whereby patients presenting at hospital with relevant conditions can be rapidly assessed, diagnosed, and treated without being admitted to a ward, and if clinically safe to do so, will go home with the possibility of continued care through our planned pathway which the unit offers for example blood transfusions or iron infusions.

• To ensure that all patient notes are kept up to date and filing is filed in the notes in line with the George Eliot Hospital Medical Records Policy.
• To provide an efficient and professional clerical service to the Nursing, Medical and Surgical Teams.
• To communicate with internal and external professional bodies, e.g. other NHS Trust’s, Coroner, Police, District Nurses and other Allied Healthcare Professionals.
• To communicate over the telephone and personally with patients, patients’ representatives and relatives relaying accurate and applicable information as required.
• Participate in providing a seamless service that reaches across hospital and community.
• Have the ability and skills required for situations that are stressful and have barriers to communication.
• Participate in any physical care required.
• Be able to concentrate for long periods for report writing, research activities, audit and patient contact.

Detailed job description and main responsibilities

• To make appointments for patients when they are discharged if required.
• To ensure that transport is booked for patients to be taken home when discharged if required.
• Take lead responsibility for ward requisitions and maintaining the ward stationery.
• Photocopy information for the Nursing Team and as and when required.
• To be responsible for the general tidiness of the workplace.
• Take lead responsibility to inform General Practitioners of all discharges/deaths by telephone within 24 hours.
• To contact IT Training Department to book training courses for members of staff as instructed by ward Senior Sister/Senior Charge Nurse.
• Prepare and fax correspondence as and when required.
• Welcome patients and members of the public entering the ward area and ensure any queries that arise are dealt with either by the Ward Clerk or relevant Nursing personnel.
• To answer telephone and ensure that information is correctly handled and disseminated appropriately.
• Ensure the Patient Administration System (Lorenzo) is kept up-to-date and reflects patients currently on the ward and also matches the whiteboard, including consultant/specialty transfers.
• Ensure all of the relevant documentation (front sheet and patient labels) is printed from Lorenzo and copies available in the notes for every patient.
• In line with the Trusts’ Medical Records Policy, ensure that all filing is kept up to date and filed correctly in the patient hospital notes, and that history and mount sheets are also up to date to facilitate Medical Staff ward rounds to be completed with the minimum of interruptions/delays.
• Take lead responsibility for ensuring that patients’ hospital case notes are up to date and sent back to the Medical Records Department for filing.
• Take lead responsibility after appropriate training, to divide oversized patient hospital notes into manageable volumes.
• Ensure case notes are tracked in accordance with the Trust Case Note Tracking Policy.
• Ensure that all relevant documentation is taken to the Bereavement Centre for deceased patients to enable Death Certificates and the first part of Cremation forms to be completed by doctors as soon as possible to ensure that relatives can be dealt with in a sensitive manner and facilitate funeral arrangements to be made without unnecessary delay.
• Prepare for admission of patients and ensure that patient notes, where possible, are on the ward before the patients arrive.
• Ensure that post for patient’s is distributed in an efficient and timely manner.
• To open and distribute mail for the multi-disciplinary team in an efficient and timely manner.