Ward Clerk - Acute Assessment Area. The Royal Adelaide Hospital. Adelaide ASO-2

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1 SA Health Job Pack Job Title Ward Clerk - Acute Assessment Area Job Number Applications Closing Date 7/2/14 Region / Division Health Service Location Classification Central Adelaide Local Health Network The Royal Adelaide Hospital Adelaide ASO-2 Job Status Indicative Total Remuneration* $52,244/$56,548 Temporary up to 26/10/14 and part-time working 19.5 hours per week on afternoon shifts on Tuesday, Wednesday and Thursday Criminal History Assessment Applicants will be required to complete and submit a Department of Communities and Social Inclusion (DCSI) Criminal History Check. The following checks will be required for this role: Child Related Employment Screening Vulnerable Person-Related Employment Screening Aged Care Sector Employment Screening General Employment Probity Check Please ensure that the appropriate forms are completed and taken with you to the interview stage of the recruitment process. Further information is available on the SA Health careers website at - see Career Information, or by referring to the nominated contact person below. Contact Details Full name Scott Nyskohus Phone number address

2 Guide to submitting an application Thank you for considering applying for a position within SA Health. Recruitment and Selection processes across SA Health are based on best practice and a commitment to a selection based on merit. This means treating all applications in a fair and equitable manner that aims to choose the best person for the position. A well presented, easy to read application will allow the panel to assess the information they need from your application. To give yourself the best opportunity to reach interview, the application should clearly and concisely demonstrate to the selection panel that you are suitably equipped to perform the role, and that you possess all of the stated minimum essential skills, abilities, knowledge, experience and educational qualifications (where required). The online application form to apply for this position will ask for employment history, education, qualifications and referees however to understand the position and requirements we suggest you become familiar with the attached Job and Person Specification. We request that you attach the following to your application - A covering letter of up to 2 pages introducing yourself to the selection panel and describing your skills, abilities, knowledge, qualifications and experience in relation to the position; A current Curriculum vitae/resume that includes your personal details, relevant employment history, education, training courses, qualifications and professional memberships. * Refer to for further information regarding The Indicative Total Remuneration which is inclusive of Award salary, superannuation and other monetary benefits. Information for Applicants Criminal History Assessment requirements

3 JOB AND PERSON SPECIFICATION Royal Adelaide Hospital Title of Position Ward Clerk Administrative Unit Royal Adelaide Hospital Classification Code: ASO-2 Directorate: Acute Services Discipline Code: 3 Service: Royal Adelaide Hospital Functional Unit: Orthopaedic & Trauma Service Department: Department of Orthopaedics & Trauma (Acute Assessment Area) Appointment: Permanent Position Number: Temporary Term... Position Created: Other Term... All excluding senior positions Job and Person Specification Approval....../.../ /.../... CEO or delegate Commissioner for Public Employment JOB SPECIFICATION 1. Summary of the broad purpose of the position in relation to the organisation's goals (its expected outcome and how it is achieved). The Acute Assessment Area, Orthopaedic and Trauma Service consists of the Acute Orthopaedic and Plastics Unit (Ward S3) and the Acute Surgical Unit (Ward Q3). The Ward Clerk, Acute Assessment Area is accountable to the Administrative Manager, Orthopaedic & Trauma Service through the Senior Orthopaedic Unit Coordinator, for the provision of general clerical and reception duties which contribute to effective patient care management, bed management and ward administration in the Acute Assessment Area, Department of Orthopaedics & Trauma. The Ward Clerk, Acute Assessment Area is accountable to provide guidance and advice to less experienced administration staff in the group. 2. Reporting/Working Relationships (to whom the person reports, staff for whom the person is responsible, and other significant connections and working relationships within the organisation). The Ward Clerk, Acute Assessment Area, Department of Orthopaedics & Trauma, reports to the Administrative Manager, Orthopaedic & Trauma Service through the Senior Unit Co-ordinator, Department of Orthopaedics & Trauma. The Ward Clerk must work closely with multidisciplinary team members from the wards and with other hospital departments.

4 3. Special Conditions (such as non-metropolitan location, travel requirements, frequent overtime, etc.). Must be prepared to: Participate in a morning and afternoon roster that provides a ward clerk service to the Acute Medical Unit between the hours of 07:30 22:00 hours, x 7 days per week. Work additional days, especially during peak periods or periods of leave. Have a flexible approach to working hours which may include participating in a weekend roster. Participate in Internal Medical Service s administrative position rotations. Attend relevant administrative, departmental meetings and planning sessions. Attend relevant education and training sessions as required. Participate in an annual performance review process. May be required to work at any site within the Central Adelaide Local Health Network. 4. Statement of Key Outcomes and Associated Activities. (Group into major areas of responsibility/activity and list in descending order of importance. Continued on next page) Contribute to the provision of effective patient care management by maintaining accessible, complete and accurate records (medical records and computer records) of patient details, booking lists and other details, including: requesting, correcting, adding to and updating identification, demographic, social, financial (insurance) and location data on the computer, in the casenotes and in ward documents as required by the hospital; recording patient movements, transfers and discharges (planned and completed); filing reports in casenotes, replacing casenote covers and creating new casenotes or new volumes as necessary; redirecting documents which cannot be filed in the ward so that they can be included in the casenotes as soon as possible; culling inactive documentation from the files and ward records on a regular basis; liaising with clerks in the Admissions Centre and Accident and Emergency, and other appropriate areas to ensure that all patient information is complete and current; recording casenote movements and maintaining other records; adhering to procedures regarding the security of the medical record whilst held in the ward. providing statistics as required; recording in-patient episodes of care for funding purposes by ensuring relevant finance forms are completed Assist in the management of patient admissions and discharges by: organising the admission and transfer of patients with the relevant clinical staff and Ward Clerks within the Service. attending to the election (admitting process) process by liaising with the patient and/or relatives to ensure that appropriate documentation has been completed for those patients who have not been formally admitted liaising with clinical staff in preparing documentation for patient discharge and recording discharges; liaising with the Security Service for retrieval of patient s personal effects and with the Transport Office to home or to other agencies; checking and updating bedstate and bed census details;

5 4. Statement of Key Outcomes and Associated Activities. (Group into major areas of responsibility/activity and list in descending order of importance. Continued from previous page) Contribute to the overall day to day general administrative and clerical requirements of patient management by: providing a front-line ward service to the department; directing visitors/relatives; maintaining good public relations providing appropriate support to patients, relatives and visitors; attending to, screening and appropriately directing telephone calls; ensuring that enquiries regarding patient welfare are dealt with promptly by directing enquiries to relevant nursing or medical staff; making appointments for treatment or investigations; arranging transport to treatment areas; requesting and collating casenotes, xrays and other as required; explaining information requirements to patients and/or relatives and assisting them in completion of forms or provision of information such as insurance status and election options; liaising with the patient and/or relatives regarding GP information and recording this information on the Patient information system. maintaining prompt, courteous and accurate communications with other administrative staff and with a variety of health professionals; ensuring the maintenance and supply of administrative equipment, supplies and services to the ward. Assist in the efficient and effective running of the Ward by: assisting in the orientation and training of administrative staff; providing relevant statistics and other information to the Administrative Manager or delegate; participating in departmental meetings, staff appraisal and staff development activities; carrying out small projects (and information gathering) under direction (i.e. collecting and compiling information) e.g. Investigating complaints. Assist in the provision of quality improvement by taking a leadership role in quality control reviews through Equip and improvement programs such as: maintaining a strong customer focus; ensuring a commitment to continuous improvement; operating under the Code of Conduct for SA Public Sector Employees and RAH Corporate Policies, including RAH Confidentiality Code of Conduct; regularly reviewing and keeping abreast of all administrative and policy changes; taking action in preventing and correcting errors whenever possible; participating in the design and conduct of quality assurance programs in the Unit; assisting in planning improvements and changes to procedures (e.g.) devise and/or follow up recommendations from quality assurance programs; attending and participating in meetings and training workshops; actively contributing to the Orthopaedic & Trauma Service Administrative Forum; participating in staff appraisal and staff development activities; cooperating with other employees to resolve any conflicts or difficulties encountered during the course of duty. As required assist administrative staff in resolving difficulties and conflicts and report any major conflicts/difficulties to the Administrative Manager or delegate; providing timely negotiation of leave and notification of sick leave with the Senior Unit Coordinator that have impact on service delivery.

6 4. Statement of Key Outcomes and Associated Activities. (Group into major areas of responsibility/activity and list in descending order of importance. Continued from previous page) To contribute toward the provision of a safe, healthy and equitable work environment for self and others by: Reporting all accidents, incidents and near misses; Complying with reasonable instructions or procedures aimed at protecting the health and safety of themselves and others; and Carrying out responsibilities as detailed in occupational health, safety and injury management policies and procedures. Maintaining a knowledge of and adhering to the principles standards of Equal Employment Opportunity Legislation which ensures all employees in the workplace are treated in a fair and equitable manner, free from discrimination, bullying and harassment. Acknowledged by Occupant / /

7 PERSON SPECIFICATION ESSENTIAL MINIMUM REQUIREMENTS EDUCATION Nil. PERSONAL ABILITIES/APTITUDE/SKILLS: Proven ability to communicate appropriately and interact effectively in all situations with patients, relatives and visitors; High standard of interpersonal and communication skills and the ability to work with a multidisciplinary team; Possess the desire, initiative and ability to develop procedures in a practical manner; Proven ability to work independently and be resourceful; Proven ability to work under pressure and to produce work of a high standard; Proven ability to assess, plan, implement and evaluate multiple workloads and prioritise to meet deadlines; Demonstrated ability to readily assimilate new information and procedures and react positively in implementing changes; Demonstrated ability to handle difficult situations with confidence; A commitment to providing excellent service to persons requiring assistance and with people from varied backgrounds; Proven ability to demonstrate team behaviours and participate in decision making; Proven ability to problem solve, analyse information and initiate proposals and suggestions; Good numeracy, spelling and grammar skills. EXPERIENCE: Experience in using office equipment. Experience in carrying out a wide range of administrative duties. KNOWLEDGE: Knowledge of general administrative procedures. Knowledge of and commitment to customer service principles.

8 PERSON SPECIFICATION (continued) DESIRABLE REQUIREMENTS EDUCATION: Year 11 or equivalent Completion of or willingness to undertake relevant studies and/or courses. PERSONAL ABILITIES/APTITUDE/SKILLS: Ability to use computerised information systems. Ability to present information and train administrative staff. EXPERIENCE: Experience working in a hospital environment and/or with hospital computerised systems. Relevant experience in an administrative capacity in a health organisation. Experience in the use of Microsoft Excel, Word and Access Experience in working in areas where confidentiality must be applied and maintained. KNOWLEDGE: Knowledge of medical terminology Knowledge of Hospital policies and procedures Working knowledge of and commitment to Equal Opportunity and Occupational Health Safety and Welfare policies and Legislation.

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