IMPERIAL COLLEGE HEALTHCARE NHS TRUST

JOB DESCRIPTION

TITLE OF POST: Ward Clerk

SALARY BAND: 2
LOCATION: Imperial College Healthcare NHS Trust
RESPONSIBLE TO: Administration Manager
ACCOUNTABLE TO: Service Delivery Manager
HOURS PER WEEK: 37.5hrs

Imperial College Healthcare NHS Trust Values

We look after people by providing care, whenever and however they need us, listening and
responding to their individual needs. We look out for people by being their partner at every stage of
their life, supporting them to take an active role in their own health and wellbeing.

We are one team, working as part of the wider health and care community. We are committed to
continuous improvement, sharing our knowledge and learning from others. We draw strength from
the breadth and depth of our diversity, and build on our rich heritage of discovery.

By doing all this, we ensure our care is not only clinically outstanding but also as kind and thoughtful
as possible. And we are able to play our full part in helping people live their lives to the fullest. Our
promise is better health, for life.

Kind - We are considerate and thoughtful, so you feel respected and included.
Collaborative - We actively seek others’ views and ideas, so we achieve more together.
Expert - We draw on our diverse skills, knowledge and experience, so we provide the best
possible care.
 Aspirational - We are receptive and responsive to new thinking, so we never stop learning,
discovering and improving.
AIM OF THE ROLE:

To provide effective and efficient clerical and reception support to a designated ward, ensuring that
administration processes meet the needs of all service users. This may require the post-holder to
work at a different site in the event of absence.

KEY WORKING RELATIONSHIPS:

KEY RESULT AREAS:

Input and maintenance of accurate patient information on Trust information systems.

ward.

MAIN TASKS AND RESPONSIBILITIES:

Patient/ Client Care

1. Promote a customer focused approach to receive patients and visitors to the ward, providing a
courteous, responsive and effective first point of contact (in person and by telephone) for patients,
carers and healthcare professionals, both internal and external to the Trust.
2. Use judgement in responding to queries or taking messages. Ensure that all enquires are dealt
with politely, courteously, promptly and professionally.
3. Maintain good communication links with the ward team and other departments.
4. To ensure that all telephone calls are answered within the agreed time and in line with the Trust’s
telephone standards.
5. Redirect calls to other departments if necessary or when callers are misdirected.
6. To arrange transport and interpreters when required, clearly communicating with the nursing staff.
7. Make outpatient appointments as appropriate prior to discharge in conjunction with the patients
future care plans.

Administration / Clerical Services

1. Prioritise, plan and organise daily workload, ensuring that daily tasks and ongoing workloads are
prioritised and completed within agreed and acceptable timescales, ensuring the ward manager is
informed as relevant of any changes in working pattern.
2. To photocopy documentation and ensure that stationery is well stocked at all times.
3. To answer telephone calls and deal with non-nursing/non-medical enquiries.
4. To access voicemail and pass on accurate messages.
5. Maintain good communication links with the ward team and other departments.
6. Arrange for any repairs that are required, after discussion with the nurse in charge and or ward
manager, and undertake other requests as directed.
7. Communicate and document information accordingly.
8. Maintain existing systems as necessary to a professional and consistent standard.
9. To undertake any other clerical task as agreed mutually with the ward manager to ensure that the
administrative systems meet the needs of the ward.
10. Appropriate disposal and shredding of confidential papers.
11. To record/update admission, discharge/transfer of patient data on Trust information systems in
the appropriate time-frame under the direction of registered nurses, to include predicted dates of
discharge.
12. Ensure the discharge summaries, outcome letters, diagnostic test reports and other relevant
paperwork are received by relevant parties within the specified time limits, including external
departments such as child health, GPs, community midwives and health visitors.
13. Order patient services as requested or necessary.
14. Ensure patients and births are correctly and fully registered on ICHIS, including the issue of NHS
numbers or other identification numbers e.g. NM4B numbers.
15. Ensure the security access to the ward area is in line with the Trust/Ward Policy.
16. If appropriate to your ward area, ensure that for any outpatient clinics taking place, all paperwork
and notes are prepared in advance, the clinic is booked appropriately based on clinical advice, and
disposed of in the correct time frame.

Staff Development and Support

1. To train and develop new ward clerks and support staff who cover for annual leave, sharing good
practice where possible.

Computer and IT Systems

1. To operate appropriate IT link systems to other health agencies and IT packages relevant to the
clinical area.
2. Ensure functional status of ward printer, computers and fax machine.

Medical Records
1. To handle medical records ensuring these are up to date with filing and reports, following Trust and
unit procedures.
2. To ensure case notes and x-rays are available on ward prior to patient’s admission and forward
rounds.
3. Ensure that all documentation for return to medical records is promptly dispatched.

Liaison with Multi-Disciplinary Team

1. To maintain an up to date ward bed state, and liaise with duty manager as appropriate.

Other duties
1. Assist in producing ad hoc reports and in project work
2. Undertake any other duties requested as appropriate to the banding.

General Responsibilities
1. Use initiative and work without direct supervision, as well as to use relevant information technology
to facilitate the performance of tasks.
2. Participate in annual appraisals and performance reviews. Identify personal development needs.
3. Attend training and development as required.
4. To act as part of the wider multidisciplinary team, including clinicians, nurses, therapists and other
clerical and professional staff.
5. Understand and adhere to all Trust policies, guidelines and procedures.
6. Support the Trust in providing the best experience possible for each of our patients.
7. To maintain confidentiality in respect of information obtained at all times.

Scope and Purpose of Job Description

A job description does not constitute a ‘term and condition of employment’. It is provided only as a guide to
assist the employee in the performance of their job. The Trust is a fast moving organisation and therefore
changes in employees’ duties may be necessary from time to time. The job description is not intended to be an
inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the post
holder.
ADDITIONAL INFORMATION

Equal Opportunities
The Trust aims to promote equal opportunities. A copy of our Equality Scheme is available from the
Human Resources department.
Members of staff must ensure that they treat other members of staff, patients and visitors with dignity
and respect at all times and report any breaches of this to the appropriate manager.

Medical Examinations
All appointments are conditional upon prior health clearance by the Trust's Occupational Health
Service. Failure to provide continuing satisfactory evidence will be regarded as a breach of contract

Criminal Records Bureau

Applicants for posts in the NHS are exempt from the Rehabilitation of Offenders Act 1974. All
applicants who are offered employment will be subject to a criminal record check from the Criminal
Records Bureau before the appointment is confirmed. This includes details of cautions, reprimands,
final warnings, as well as convictions. Further information is available from the Criminal Records
Bureau and Disclosure websites at www.crb.gov.uk and www.disclosure.gov.uk

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the
course of their daily duties and for ensuring that they are aware of the specific duties relating to their
role.

Professional Registration
Staff undertaking work which requires professional/state registration are responsible for ensuring that
they are so registered and that they comply with any Codes of Conduct applicable to that profession.
Proof of registration must be produced on appointment and, if renewable, proof of renewal must also
be produced.

Work Visa/ Permits/Leave To Remain

If you are a non-resident of the United Kingdom or European Economic Area, any appointment
offered may be subject to the Resident Labour Market test (RLMT) which may need to be repeated
on expiry of your leave to remain. The Trust is unable to employ or continue to employ you if you do
not obtain or maintain a valid work visa and leave to remain in the UK.

Confidentiality
The post-holder must maintain confidentiality of information about staff, patients and health service
business and be aware of the Data Protection Act (1984) and Access to Health Records Act (1990).

Health and safety

The post holder must co-operate with management in discharging its responsibilities under the Health
and Safety at Work Act 1974 and take reasonable health and safety of themselves and others and to
ensure the agreed safety procedures are carried out to maintain a safe environment for patients,
employees and visitors.

Risk Management
All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and
when requested to co-operate with any investigation undertaken.

Conflict of Interests
You may not without the consent of the Trust engage in any outside employment and in accordance with the
Trust’s Conflict of Interest Policy you must declare to your manager all private interests which could potentially
result in personal gain as a consequence of your employment position in the Trust.
In addition the NHS Code of Conduct and Standards of Business Conduct for NHS Staff require you
to declare all situations where you or a close relative or associate has a controlling interest in a
business (such as a private company, public organisation, other NHS or voluntary organisation) or in
any activity which may compete for any NHS contracts to supply goods or services to the Trust. You
must therefore register such interests with the Trust, either on appointment or subsequently,
whenever such interests are gained. You should not engage in such interests without the written
consent of the Trust, which will not be unreasonably withheld. It is your responsibility to ensure that
you are not placed in a position which may give rise to a conflict of interests between any work that
you undertake in relation to private patients and your NHS duties.

Code of Conduct
All staff are required to work in accordance with the code of conduct for their professional group (e.g.
Nursing and Midwifery Council, Health Professions Council, General Medical Council, NHS Code of
Conduct for Senior Managers).

Infection control
It is the responsibility of all staff, whether clinical or non-clinical, to familiarise themselves with and
adhere to current policy in relation to the prevention of the spread of infection and the wearing of
uniforms.

Clinical staff – on entering and leaving clinical areas and between contacts with patients
all staff should ensure that they apply alcohol gel to their hands and also wash their hands
frequently with soap and water. In addition, staff should ensure the appropriate use of
personal protective clothing and the appropriate administration of antibiotic therapy. Staff
are required to communicate any infection risks to the infection control team and, upon
receipt of their advice, report hospital-acquired infections in line with the Trust’s Incident
Reporting Policy.

Non clinical staff and sub-contracted staff – on entering and leaving clinical areas and
between contacts with patients all staff should ensure they apply alcohol gel to their hands
and be guided by clinical staff as to further preventative measures required. It is also
essential for staff to wash their hands frequently with soap and water.
Staffs have a responsibility to encourage adherence with policy amongst colleagues,
visitors and patients and should challenge those who do not comply. You are also required
to keep up to date with the latest infection control guidance via the documents library
section on the intranet.

Clinical Governance and Risk management

The Trust believes everyone has a role to play in improving and contributing to the quality of care
provided to our patients. As an employee of the Trust you are expected to take a proactive role in
supporting the Trust’s clinical governance agenda by:
-Taking part in activities for improving quality such as clinical audit
-Identifying and managing risks through incident and near miss reporting and undertaking risk
assessments
-Following Trust polices, guidelines and procedures
-Maintaining your continue professional development
All Clinical staff making entries into patient health records are required to follow the Trust standards
of record keeping

Information Quality Assurance

As an employee of the Trust it is expected that you will take due diligence and care in regard to any information
collected, recorded, processed or handled by you during the course of your work and that such information is
collected, recorded, processed and handled in compliance with Trust requirements and instructions.
Freedom of Information
The post holder should be aware of the responsibility placed on employees under the Freedom of
Information Act 2000 and is responsible for helping to ensure that the Trust complies with the Act
when handling or dealing with any information relating to Trust activity.

Management of a Violent Crime

The Trust has adopted a security policy in order
- to help protect patients, visitors and staff
- to safeguard their property
All employees have a responsibility to ensure that those persons using the Trust and its services are
as secure as possible.

No Smoking
The Trust operates a non-smoking policy.

Professional Association/Trade Union Membership

It is the policy of the Trust to support the system of collective bargaining and as an employee in the Health
Service you are therefore encouraged to join a professional organisation or trade union. You have the right to
belong to a trade union and to take part in its activities at any appropriate time and to seek and hold office in it.
Appropriate time means a time outside working hours.
 IMPERIAL COLLEGE HEALTHCARE NHS TRUST

PERSON SPECIFICATION

TITLE OF POST: Ward Clerk

SALARY BAND: 2
LOCATION: Imperial College Healthcare NHS Trust
RESPONSIBLE TO: Administration Manager
ACCOUNTABLE TO: Service Delivery Manager
HOURS PER WEEK: 37.5hrs

ATTRIBUTES/ ESSENTIAL DESIRABLE MEASUREMENT

SKILLS
EDUCATION Good educational CV/Application form
standard of at least Original
GCSE in English or certificates/diplomas
Maths, or equivalent
SKILLS/ ABILITIES Basic computer Microsoft Windows Application forms/
literacy Microsoft Excel interview/ assessments
Good interpersonal Microsoft Outlook
skills including ICHIS experience
professional telephone
etiquette
Ability to use initiative
Good organisational
skills
Clerical skills
EXPERIENCE Demonstrable Previous experience Application forms/
customer service of working in hospital interview/ references
experience or NHS setting
Ability to prioritise work Experience with
to meet tight deadlines information databases
Previous clerical Experience dealing
experience with people in a
healthcare or other
stressful environments
COMMUNICATION SKILLS Strong interpersonal Application forms/
skills interview/ assessments
Ability to communicate
in a clear and
professional way, both
in writing and in
person.
PHYSICAL QUALITIES Sufficient to fulfil the Occupational Health
duties of the post with
any reasonable
adjustments
VALUES Demonstrable ability to Interview/ assessment
meet Trust values
INFORMATION ABOUT IMPERIAL COLLEGE HEALTHCARE TRUST
Imperial College Healthcare NHS Trust was launched on 1 st October, 2007. Made up of five hospitals;
Charing Cross, Hammersmith, Queen Charlotte's and Chelsea, St Mary's and the Western Eye, and
integrating with Imperial College London, it is the largest Trust in the UK with an annual turnover
exceeding £800 million and employing almost 10,000 staff. Offering more than 50 clinical specialities,
and with one of the largest portfolios of services in the country we expect to treat more than one
million patients a year. The Trust has established the UK’s first Academic Health Science Centre
(AHSC). The AHSC aims to bring together the delivery of healthcare services, teaching and research
in a partnership for the purpose of improving the health of its patients, advancing clinical teaching and
scientific invention and innovation.

The Trust’s sites:

Hammersmith Hospital - a postgraduate teaching hospital, famous for its research, and a centre
for respiratory medicine, rheumatology, cardiac sciences, gastro - intestinal disease, cancer,
particularly gastro - intestinal and HPB, lung and solid organ cancers, and renal medicine. It contains
the largest clinical research imaging centre in Europe.

St Mary’s Hospital - in Paddington is world renowned and provides general hospital services to
local communities in West London and beyond, and specialist services in paediatrics, obstetrics,
infection and immunity, ophthalmology, robotic surgery and cardiology which are accessed by
patients from across the nation and the world. St Mary’s is a teaching hospital for academic research
and medical education.

Charing Cross Hospital - An undergraduate teaching hospital and a centre for major trauma and
serious illness, emergency surgery, neuroscience, vascular services and musculo - skeletal services.

Queen Charlotte’s & Chelsea Maternity Hospital - A world-renowned advanced obstetrics and
fertility centre, women’s health and ambulatory paediatrics services.

Western Eye Hospital - is the inpatient specialist hub for ophthalmic services in West London
offering the only 24 hour emergency eye care in London .

Imperial College London - is one of the largest and most influential medical schools nationally
and internationally with excellent credentials in teaching and research. It is regularly assessed as one
of the top three-biomedical research institutions in the UK. It is highly ranked for undergraduate
medical education, has an outstanding record of postgraduate medical education and in producing
the research leaders of the future. The College has one of the largest operational estates of any UK
University. It includes six central London campuses: The main South Kensington campus,
Hammersmith, Charing Cross, Chelsea and Westminster, Royal Brompton and St Mary’s.