Apprentice Ward Clerk

Job overview

Apprenticeships are designed to give talented people an opportunity to gain a nationally recognised qualification while completing on the job training. You will be supported to learn and develop the knowledge, skills and behaviours you need to perform in the job role. You will also have study time allocated within your working hours to gain your qualification.

We are seeking to appoint a methodical candidate with a mature attitude to join our busy team. For this role you will undertake a 18-22-month Business Administration development programme within the Oncology department through work-based learning and by attending regular training sessions. Successfully completing the training programme will lead to an Advanced Apprenticeship Level 3.

This position is on a fixed term contract with the opportunity to become permanent once the qualification is successfully completed and achieved. Please be advised if you already hold a relevant qualification in this subject area (Business Administration or Business Management) at this level (Level 3) or higher you are not eligible to apply for this particular role.

Main duties of the job

Attendance at the daily and weekly RAG/MDT meetings and to be responsible for ensuring the attendance list is completed. Receive/welcome new patients onto the ward, checking particulars on their records and ensuring notes are in order. Ensure identity bracelets available for nursing staff. Answer the telephone and responding to request or questions from patients, relatives, and colleagues and escalate as appropriate to the nurse in charge. Support the nursing staff to request the services of allied healthcare professionals as eg phlebotomist, porters, OT, PT etc. Maintain stock control such as stationery, clinical supplies, equipment using PECOS ordering system Arrange transport as required for patients discharged home and those who need treat and transfer. support the nurses on the ward to perform this task by ensuring they are fully trained to undertake this function as appropriate Ensuring the ward activity for Data Quality is updated in a timely manner and ensure no loose notes within the department these should be merged with the main notes in a timely manner Ensure GP letters are sent out in a timely manner Printing discharge letters for patients from CareFlow EPR Ensuring all notes of deceased patients are tracked and taken to the bereavement office in a timely manner Ensure those patients who meet the criteria for travelling via transport has the is implemented and transport booked in a timely manner

Working for our organisation

North Mid is part of North Central London integrated care system – consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS’s, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.

We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George’s University Grenada, and for nursing and midwifery students from Middlesex and City Universities.

Take a tour of our hospital

Detailed job description and main responsibilities

Clerical Responsibilities:

Attendance at the daily and weekly RAG/MDT meetings and to be responsible for ensuring the attendance list is completed. Receive/welcome new patients onto the ward, checking particulars on their records and ensuring notes are in order. Ensure identity bracelets available for nursing staff. Receive/welcome visitors onto the ward and inform the nurse in charge of any query they may have. Answer the telephone and responding to request or questions from patients, relatives, and colleagues and escalate as appropriate to the nurse in charge. To work as directed under the supervision of the nurse in charge/ward manager Support the nursing staff to request the services of allied healthcare professionals as eg phlebotomist, porters, OT, PT etc. Maintain stock control such as stationery, clinical supplies, equipment using PECOS ordering system Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively. Ensure records are sent from the ward correctly complied and completed following patient discharge ensure patients notes/documentation not digitalised is stored in a safe manner, with records filed accurately within trust guidelines Ensure demographics of admitted, transferred, and discharged patients are updated electronically and manually. Ensure that Patient Flow accurately reflect the ward bed state. Participate in training of staff to use Patient Flow Arrange transport as required for patients discharged home and those who need treat and transfer. support the nurses on the ward to perform this task by ensuring they are fully trained to undertake this function as appropriate Ensure ward register is up to date with patient admissions and discharges Prepare and scan information onto the Trust IT systems as appropriate Work flexible in relation to start/finishing times to ensure the ward is supported across the busiest periods of the day to meet the needs of the service. Ensuring the ward activity for Data Quality is updated in a timely manner and ensure no loose notes within the department these should be merged with the main notes in a timely manner Ensure GP letters are sent out in a timely manner Printing discharge letters for patients from CareFlow EPR Ensuring all notes of deceased patients are tracked and taken to the bereavement office in a timely manner Ensure those patients who meet the criteria for travelling via transport has the is implemented and transport booked in a timely manner

Professional Responsibilities

Ensure the delivery of all clerical details complies with departmental and trust policies procedures and guidelines Undertake a yearly annual review Ensure all mandatory training and any other relevant training as identified by the ward manager is completed Facilitate the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting, and referring problems where necessary to the line manager or nurse in charge of the shift. Responsible for tracking and retrieving notes internally and externally Be aware of infection prevention and control policies, practices, and guidelines appropriate for your duties and you must follow these at all times to maintain a safe environment for patients, visitors and staff. Challenge poor infection prevention and control practices of others and to report any breaches, using appropriate Trust mechanisms (e.g. incident reporting policy). Ensure that your work methods are compliant with the Trust’s agreed policies and procedures and do not endanger other people or yourself. Work on own initiative, within clear boundaries, taking a proactive management style towards areas of responsibility. Provide a friendly, courteous, and efficient point of contact to all service users.

Person specification

Qualifications

Essential criteria

Educated to GCSE or equivalent Level 2 Literacy and Level 2 Numeracy

Desirable criteria

Business Administration Level 2 qualification Microsoft Office IT qualification A 2nd language

Experience

Essential criteria

Good organisational skills Knowledge and Experience of EPR systems Have experience of medical terminology

Desirable criteria

Working in an NHS Hospital Previous experience of working within a busy ward environment Knowledge of Trust PAS systems

Communications and Relationship Skills

Essential criteria

Able to demonstrate excellent verbal and written communications skills Demonstrates a flexible responsiveness in your approach to work

Desirable criteria

Experience of working with bereaved relatives SAGE and Thyme training or willing to undertake

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.

Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, (NLPSS) who conduct recruitment activities on behalf of NMUH.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your  identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit

NMUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of NMUH will have their original documents verified using this technology.

By applying for this post you are agreeing to NMUH transferring the information contained in this application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Record (ESR) system and other secure, internal NHS workforce systems.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we want you to complete your e-learning modules prior to joining our organisation.

If you are an  EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.

If you require sponsorship  for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the 

---