clerk Oxford, England
Job description
Band 3 Ward Clerk (with housekeeping duties)
Full Time 37.5 hours per week (may include weekend working)
A vacancy has arisen for an enthusiastic and self-motivated individual to join our friendly team on the Haematology Ward. Providing a pivotal role in the smooth running of the ward, you should be confident, enjoy communicating with a wide range of people, be highly organised and have a flexible approach to work. Attention to detail and good keyboard skills are essential. Knowledge of EPR would be an advantage although full training will be provided.
The postholder will provide a comprehensive administrative support service to the Haematology ward by taking a lead role in maintaining patient notes and data on the Trust electronic patient administration system (EPR). To ensure that all required notes are retrieved and available for clinical staff in a timely manner. To manage the booking systems for admissions and follow up, coordinate the nuclear medicine admissions and provide support to the senior housekeeper in their duties including ordering of stock, assisting with meals, patient audit information and updating patient boards. Support the ward in collation of data in particular for friend and family and patient board information. To be the first point of contact in welcoming and answering patients’ and visitors’ queries, both on the ward and on the telephone. The post holder should contribute to a team environment, remain calm under pressure and cover periods of annual leave/staff sickness when required.
Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.
Administrative support to the ward
1. Welcome patients and visitors to the ward in a professional and friendly manner.
2. Answer the telephone and take messages from patients, doctors, clinical staff etc ensuring that all enquiries are dealt with and responded to. Maintain a sensitive and compassionate manner with patients and relatives in view of the delicate nature of the disease.
3. Ensure that all admissions and discharges are entered onto the hospital EPR system in a timely manner and that ethnic data is captured to achieve the Trust’s target of 100%. Provide challenge to nursing staff when insufficient data is provided.
4. Update patient’s notes as necessary with correct demographic details, ensuring there is a supply of sticky labels and wrist bands with correct information if possible, prior to the patient’s admission.
5. Ensure that all notes for patients coming in to the ward are retrieved and available to medical and nursing staff.
6. Follow the Trust’s tracking policy and use the EPR system appropriately when requesting or returning patient hospital notes.
7. Maintain high standards, ensuring an adequate supply of all stationery required by the medical staff is always readily available. Order any stationery and equipment needed by the clinical staff as and when required in a timely manner. Also amalgamate old notes and front sheets together.
8. Receive, sort and distribute post and taking appropriate action also recognising which letters/results the doctor will require notes for.
9. Using the hospital EPR system arrange follow up appointments for patients when they are discharged or if necessary liaise with relevant consultant secretary.
10. Ensure hospital transport is booked for patients where necessary.
11. On discharge of a patient, ensure that notes are in order and are available for clinical coding before returning to relevant storage. If incomplete, notes should be returned to nursing staff for nursing records to be filed.
12. Provide ward clerk cover for the haematology ward when needed.
13. Retrieve and track notes for the Triage service when requested.
14. When requested by the line manager, participate in the ‘team’ approach for covering other administrative roles attached to the Haematology Wards i.e. Chemo Co-ordinator.
15. Receive monies donated to the ward and take to cashiers.
Housekeeper duties
1. To liaise with the cleaning contractor/in-house housekeeping services/Monitoring Officers to ensure that cleaning standards on the Wards meet the agreed specification and any unsatisfactory areas are rectified.
2. To provide supervision and guidance to domestic staff to ensure that standards and policies are met.
3. To liaise with the nursing and housekeeping team regarding the patient’s day, ensuring that work is planned in the most appropriate way to provide a patient focused and seamless service.
4. To ensure, in conjunction with the Ward co-ordinator, that patients are provided with appropriate beverages at regular intervals throughout the day. To make and serve beverages to relatives as instructed by the nursing staff and to ensure that patients have the necessary access to beverages throughout their stay in hospital.
5. To ensure that all patients have completed menu cards, giving assistance where necessary, and ensuring appropriate selections are made dependent on the patient’s dietary requirements. Ensure that the menus are returned to the Catering Department by the required time.
6. To ensure, in conjunction with the Catering Department that patient meals are served in a presentable and timely manner and that appropriate cutlery and condiments are supplied.
7. Assist with feeding dependent patients (following training and assessment of competence) and document accordingly.
8. To ensure that at the end of every meal and beverage service all cutleries, crockery and condiments are removed from the patient area and correctly stored, disposed of or returned to the main kitchen. To ensure that all meal tables and eating areas are suitably prepared for mealtimes and to make sure they are wiped clean at the end of each meal. To aid patients before and after meals to cleanse their hands.
9. To ensure patients have an appropriate supply of drinking water and a clean glass.
10. To physically ensure that patients can reach their food and assist patients as necessary e.g. Removing lids and cutting up food where required.
11. To maintain patient privacy, dignity and confidentiality at all times.
12. To ensure that patients are provided with a litter bag at the bedside and that they are emptied and replenished regularly.
13. To ensure that patient’s lockers, tables and chairs are clean and free of litter at all times.
14. To ensure that all alcohol gel dispensers, paper towels and soap for hand hygiene are replenished, thus contributing to the prevention of cross-infection from one patient to another.
15. To clean medical equipment as required in conjunction with nursing staff. Ensure that all patient equipment (e.g. hoist slings) is kept clean and in a usable condition.
16. To monitor the general Ward environment, co-ordinate necessary repairs and maintain records of reported defects and remedial action taken. Following agreed training, change spent light bulbs in angle poised over bed lamps.
17. To ensure that following discharge of a patient, the bed area and locker is cleaned and the bed re-made in preparation for incoming patients e.g. disinfecting wash bowls, soap and paper towels are replenished, and general tidying of all areas including the sluice.
18. To take responsibility for the hygiene standards within the Ward kitchen. To monitor fridge temperatures and take corrective action where necessary. Ensure any food in Ward fridges is labelled, dated and disposed of if not correctly labelled.
19. To take responsibility for the day room, relative’s room, staff coffee room and reception area/office in ensuring that these areas are kept clean and are welcoming for patients and relatives. To ensure when necessary that a bed is made up in the relatives’ room.
20. To ensure all waste disposal bins are kept in good condition and are cleaned to ensure no cross infection.
About Oxford University Hospitals NHS Foundation Trust
CEO: Dr Bruno Holthof
Revenue: $100 to $500 million (USD)
Size: 10000+ Employees
Type: Hospital
Website: www.ouh.nhs.uk
Year Founded: 1980
