An exciting opportunity will be available for an Apprentice Ward Clerk within the Ward Clerk Team.
The Apprentice will support the work of the Gloucestershire Ward Clerk Team (Adult inpatients ) at Gloucestershire Royal Hospital and Cheltenham General Hospital.
The role supports the administration team to deliver excellent patient care for our service line.
To provide clerical and reception cover for the ward, administration and clerical support to the Ward Manger/Nurse in Charge and to enter and maintain patient demographic data and ward/consultant status.
The team provides a detailed and customer focused administrative service, with strong technical support across a variety of systems used to
support administration processes at the Trust.
The Apprentice will be given training in all areas including IT systems and will having ongoing supervision and support in order to become an effective team member.
The Apprentice will spend time in each area of the department and service line, to gain a wide range of skill development and provide administration support.
The successful applicant will receive Induction and training appropriate to the activities he or she will undertake, and following this induction period will be enrolled to the Level 3 Business Administration Apprenticeship with our Training Provider.
Additional working pattern details: Monday, Tuesday, Thursday, Friday 08:00 - 16:00
To undertake training as required and agreed with mentor, supervisor and external assessor, and complete competencies relevant to the work area . To support and gain experience within the following admin duties;
- Provide a friendly, professional welcome for the ward, responding to patient, staff and visitor requests appropriately.
- Analyse and deal with routine non-clinical problems, following Trust policy and using own initiative to ensure seamless support service in the clinical area enabling staff to perform in their own roles effectively.
- Receive queries, both in person and on the telephone and manage appropriately
- Assist ward nurses with discharge process e.g. Updating Trakcare and transport bookings
- Obtain notes,, ensuring clinical staff have access to essential information in a timely fashion.
- Filing of all patient documentation generated on the ward, ensuring that notes are up to date and accurate when used by Clinicians.
- Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure.
- Arrange routine and emergency transport to prevent unnecessary delays in patient flow.
The Apprentice will also be expected to undertake any appropriate duties or tasks commensurate with the role, as required by the supervisor or manager.
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region.
By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Key Result Areas:
To attend all mandatory components of the Apprenticeship Framework including:
- Corporate induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
To undertake training as required and agreed with the mentor, supervisor and external assessor and complete competencies relevant to the work area / department
To support the admin duties listed within the advert and on the Job Description, on both hospital sites as and where required:
The successful candidate will be expected to:
Provide and receive complex and sensitive information. and follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment / implement and propose changes to practices.
Provide expertise in managing all the administrative functions needed to perform the role.
Communications and Working Relationships:
- Ward Clerk Management Team
- Consultants and their teams
- Nursing staff
- Patients, relatives and carers
- Patient Experience Team
- Ward Clerk Colleagues
- Medical Secretaries
- Support staff, e.g. interpreters, domestic staff
- IT staff
- GP practice personnel
- Volunteers
- Apprenticeships and Careers Team
- Training Provider
Most Challenging part of the job:
- Learning in-house systems and processes
- Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal and external personnel
- Filing of hospital notes
- Dealing with patients/relatives/hospital personnel frequently with complex and sensitive issues
- Dealing with anxiety and aggression from patients/relatives/hospital personnel
- Physical effort and working conditions
- Prolonged use of PC for the majority of the working day
- Dealing with sensitive and confidential information
Other job requirements:
- Comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, clinical equipment competency, risk management, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Ensure a smart, professional image that enhances the public perception of the Trust and the professionalism of its staff is portrayed.
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works
- Actively participate in the Trust’s appraisal/development conversation process. Undertake training as necessary in line with the development of the post and as agreed with line manager as well as maintain and complete the Level 3 Business Administration Apprenticeship within the timeframe.
