Bank Ward Clerk in Bolton

We are currently seeking to recruit an enthusiastic and highly organised Bank Ward Clerk to cover staff shortages or increased service demands within Bolton Hospice to support the Clinical team. This is an exciting opportunity for anyone wishing to develop their administration skills in a clinical setting.

Main duties of the job

As a Bank Ward Clerk on our ward, you will be responsible for assisting with the smooth running of the Inpatient Unit and Wellbeing hub, providing a full, effective and efficient administrative support service to the Medical and Clinical teams within the Inpatient Unit and the Wellbeing Hub. This is a busy role which will involve the administration of all patient referrals, including liaison with GP surgeries and also the management of all paperwork and electronic records associated with patient admissions and discharges. You will support the Clinical team by liaising with patients and their families to obtain essential information and ensuring that up-to-date records are available at all times for the clinical staff. In addition, the role will also involve liaising with the Wellbeing Hub Service Lead to effectively manage all paperwork, room and activity bookings, data collection and computer records associated with the referral, admission, discharge, attendance at Outpatient clinics, drop‑in activities and care of patients within Hospice at Home.

About us

Our purpose is caring for all our patients and those most important to them really well, together with creating a great place to work for all our people. You will be working within a friendly and committed team and be supported to develop and implement your own ideas to make a positive impact in your role.

Job responsibilities

Job Purpose:

• To provide a full, effective and efficient administrative support service to the Medical and Clinical teams within the Wellbeing Hub and Inpatient Unit.
• To maintain and update the in‑house electronic patient information system.
• To liaise with patients and their families, as directed.
• To provide administrative support to the Senior Nursing Staff, as directed and sensitively deal with bereaved relatives.

Role Responsibilities:

• Support the Medical team, Clinical teams and Wellbeing Hub Service Lead to effectively manage all paperwork, room and activity bookings, data collection and computer records associated with the referral, admission, discharge, attendance at Outpatient clinics, drop‑in activities and care of patients within Hospice at Home.
• Manage all paperwork and computer records associated with the admission and discharge of patients.
• Administer all patient referrals, including liaison with GP surgeries and other external bodies.
• Deliver the photocopying, scanning, emailing and filing requirements of the Clinical Team.
• Provide cover for colleagues in both the ward and the Hub areas as well as on the main reception desk.
• Type correspondence, reports and summaries, including outpatient letters, discharge summaries, inquest and investigation letters and take minutes at regular meetings.
• Type correspondence for all Medical Consultants, Doctors and Advance Nurse Practitioner through Electronic Patient Records (EPR).
• Deal appropriately and professionally with telephone calls and enquiries from General Practitioners, other hospitals, wards, departments, health care professionals, patients and their relatives.
• Administration of departmental mail and franking of hospice mail.
• Co‑ordinate staff diaries as required.
• Carry out all routine office procedures e.g. filing, photocopying and scanning, for the Wellbeing Hub team and the Medical and Clinical teams.
• Liaise with external service and activity providers to plan and co‑coordinate Wellbeing Hub activities, making internal room bookings, communicating catering requests and ensuring appropriate provision of equipment for meetings and activities within the Wellbeing hub.
• Maintain the security and confidentiality of patients records and reports and scanning patients case notes and letters into iCare.
• Support the appropriate administration of all patient referrals, including liaison with GP surgeries and other external bodies.
• Liaise with patients and their families to obtain essential information and to ensure patient biographical data is updated.
• Arrange patients appointments and transport.
• Complete incident/accident forms in line with Health & Safety regulations and the hospices policy.
• Answer the telephone and provide cover on main reception as required.
• Rotate and assist in the provision of holiday cover for the Ward Clerks on the Inpatient Unit.
• General upkeep and housekeeping of the ward office.
• Any other duties as specified by the Corporate Services Manager.
• Ensure and maintain patient confidentiality distribution of patient information and organise the safe collection and destruction of confidential waste.

Skills

• Ability to communicate with distressed patients and relatives in a sensitive manner.
• Well‑developed interpersonal skills, able to communicate effectively with colleagues at all levels.
• Excellent organisational skills, including the ability to manage time and prioritise workload effectively.
• Excellent telephone manner.
• Excellent IT skills proficient with Excel, Word and Outlook.
• Able to work independently and on own initiative, within specified guidelines or processes.
• Able to work on own initiative.

Experience

• Experience of working in a clinical environment.

Personal Attributes

• Able to work independently and on own initiative, within specified guidelines or processes.
• Adaptable and able to work in a team environment.
• Able to work appropriately with confidential and sensitive information.
• Able to work under pressure.
• A commitment to the vision and values of Bolton Hospice.
• Willingness to attend training events as and when required.

Qualifications

• Good level of general education, with a minimum of GCSE English and Maths at or above GCSE Grade 4, or equivalent qualification.
• NVQ Level 2 in Administration, or equivalent qualification.

Knowledge

• Excellent IT skills, working knowledge of Microsoft products.
• Good understanding of a clinical / NHS environment and medical terminology.
• Some understanding of a clinical environment and electronic record system.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.