POSITION DESCRIPTION

Transcription

1 Position Title: Ward Clerk Reports To: Nurse Unit Manager Acute Services Division: Administration Nursing Direct Reports: Nil Primary Objective: The role of the Ward Clerk is to provide administrative support and reception duties at the ward level assisting the NUM and ANUM to maintain efficient and smooth daily running of the Acute Ward. The role is also responsible for ensuring administrative support to the Administration Office by providing relevant inpatient information, daily ward status and data entry on the Vital patient system. Position Dimension & Decision Making Authority: Without referral to Manager General communication/correspondence with CAH staff, patients & visitors including the Nurse Unit Manager, Doctors, nursing staff, theatre staff, Radiology, food monitor, bed cleaner, ward cleaners, Administration office, Pathology, ADON, Porter, Colac Otway Shire, Clergy, Photographer, Clinics, Undertakers, Primary Care, A&E staff, Maternal Child Health Nurse, other Hospitals or Medical Centres, Health Information Department After consultation with manager or others- A level of advice to employees and managers on policy and procedures relevant to the Acute Ward Referred to managers or others- Decision outside of position delegation Decisions outside policy and procedures Capital expenditure Key Communication Contacts Contact/Organisation Nurse Unit Manager Manager-Administration Office Clinical Coordinators Associate Nurse Unit Mangers (ANUMS) Contact/Frequency of Contact effective channels of communication in all aspects pertaining to Acute Ward Daily as required to provide support by updating information on Vital Patient system effective channels of communication in all aspects pertaining to Acute Ward effective channels of communication, along with clerical and manual deeds as required to run Acute Ward efficiently Approved by Director Of Clinical Services Date of Issue Number: PD Page # 1 - of 6

2 Key Accountabilities Key Result Area Major Activities Performance Measures 1. General Administration in Acute Ward Typing, filing and shredding required at ward level Generate and compile numerous books, diaries, pamphlets etc Ensure efficient and effective utilization of the organization s resources Complete monthly statistics (Internal and External) Weekly transmission to Births, Deaths and Marriages (BOS system) Reception duties Keep an adequate and working stock of office supplies and submission of requisition to Supply Department when required Twice daily, filing in inpatient medical records and restocking documents in history cupboards Monitor and enforce visiting hours Accurate and up to date files/records are kept at all times Administrative & general support is provided to the unit as required 2. Vital System & Administration Office duties Balance Bed Return daily (ward status) for Administration Office Inpatient Clerk Admit overnight patients not already admitted, and Newborns Maintain Information Management Systems; discharges, transfers or bed moves Print and distribute daily updated inpatient list Supply and oversee completion of relevant Palliative Type 8 paperwork Distribute newspapers to private patients 3. Nurse Unit Manager Support Establish annual meeting calendar, coordinate establishment of agenda and documentation, send notice of meeting, take minutes, and distribute. Screen all incoming phone calls. Type or draft correspondence and memos, reports and documents, as requested. Accurate and up-to-date records/files/databases are maintained. Administrative support is provided to the reception staff within the front office at all times Approved by Director Of Clinical Services Date of Issue Number: PD Page # 2 - of 6

3 Undertake any other duties at the request of the Nurse Unit Manager/ ANUM or Maternity Services Team Leader which are considered relevant to the position. 5. Associate Nurse Unit Manager (ANUM) Support Make Ante-natal appointments for clients with Midwives provide clerical support for Antenatal Clinic Co-ordinate and complete all aspects required for Discharges and Transfers from Acute Ward and to Acute Ward Provide and relay accurate information to all other departments and external bodies in an efficient and professional manner Relieve and assist other clerical staff as required Perform any duties required to maintain efficient work practises and provide support enabling the daily running of the Ward to a high professional standard 6. Inpatients/Clients Support Provide friendly and approachable Reception area Adhere to strict rules of confidentiality at all times Keep records of ambulance activity for transfers, discharges etc 7. Customer Service Provide prompt and courteous attention for counter and telephone enquiries in the role of customer service representative, identifying customer needs and requirements. Answer personal, verbal or written queries promptly and accurately Ascertain external or internal customers needs and address it promptly 8. Continuous Improvement Periodically review work practices within the work area and suggest any changes to optimise role effectiveness and efficiency Document processes, policies and procedures Support is provided to the ANUMs to meet the administrative requirements of the Acute Unit Core values are reflected in all interactions with patients/clients Visitors, patients, staff and managers receive the information they require in a pleasant manner at all times. Corrective action is taken in a timely manner when required Work practices, policies and procedures are reviewed regularly, updated and improved continually. Approved by Director Of Clinical Services Date of Issue Number: PD Page # 3 - of 6

4 for future use and improvement 9. Code of Conduct Demonstrate and abide by s Code of Conduct, including the core values Partnerships, Innovation, Leadership, Integrity, Quality and Respect Demonstrate and abide by the State Services Authority s Code of Conduct, including the core values Responsiveness, Integrity, Impartiality, Accountability, Respect and Leadership 10. Infection Control Ensure all practice is conducted in line with infection control policies, procedures and standards 11. Equal Opportunity Develop and maintain sound knowledge of and commitment to policies and procedures Ensure that you engage in behaviour that treats other staff fairly, equitably and not subject to any form of harassment 12. Self Improvement Develop and maintain a program of selfdevelopment in liaison with the Nurse Unit Manager Maintain a high standard of knowledge and expertise Maintain an up to date written record of selfdevelopment activities Core values are reflected in decision making and everyday behaviour Adherence to infection control standards and legislative requirements at all times Aware and promotes EEO policies and procedures Completion of training to promote self development Approved by Director Of Clinical Services Date of Issue Number: PD Page # 4 - of 6

5 Key Challenges: Superior customer service Building partnerships with management and staff Compliance with policies/procedures in relation to the Acute Ward Ensuring accurate and up-to-date records, files and Vital System entries Smooth implementation of new procedures Efficient and approachable work station High standard of work ethic and personal presentation Person Specification: Qualifications & Experience Post secondary school qualifications (such as a certificate) in Administration or a relevant field is desirable. Experience as a ward clerk or in a similar administration position. High level of computer literacy; sound working knowledge of Microsoft Office software. Good verbal and written communication skills and ability to relate to people at all levels. Core Competencies High level verbal and written communications skills Demonstrated ability to work flexibly within tight time schedules and in accordance with variable workload demands Ability to build relationships with all levels of the organization Carry out all duties and functions in a manner that promotes good teamwork and contributes to the maintenance of effective channels of communication I have read and understand the requirements and responsibilities of my Position Description. Name:. Signed:...Date:. /. /. Approved by Director Of Clinical Services Date of Issue Number: PD Page # 5 - of 6