Detailed job description and main responsibilities

Duties and Responsibilities

• Provides effective verbal, written and electronic communications by receiving and passing on clear messages and seeking assistance when required.
•  Answer telephones and relay messages and enquires in a timely manner e.g. to nurse, doctors and patients.
• Acts as first point of contact for the person in charge dealing appropriately with all communications and tasks allocated, including sensitive issues.
• Work closely with and support the Co-ordinator.
•  Liaises with patients, relatives and visitors on the department providing directions and information as required. Also obtaining the appropriate support when needed form the multi-disciplinary team.
• Maintain and photocopy records, prepare forms and make appointments as requested. This may include organising transport arrangements, ensuring that information give is accurate and up to date.
• Ensure patient’s pathway is printed and available for nursing/medical staff. Scan all pathways for admission.
• Ensure name beds are printed out for all patients.
• Uses the patient centre system effectively inputting data, checking the recorded personal demographic details are correct. Updating demographic details as needed.
• Liaising with the multi-disciplinary team and assisting in chasing up procedures. Requesting and obtaining investigation reports and informing the relevant staff member the results are available.
• Receives and processes mail and specimens, delivering to the correct ward/department.
• Carrying out errands between departments.
• Maintaining stationary and stock levels. This would include ordering, receiving and checking deliveries are accurate and reporting any discrepancies.
• Maintain the tidiness of the nurses’ station ensuring adequate stock is at hand that may be required by the multi-disciplinary team.
• Establish and maintain an effective filing system.

Planning and Organisational Duties

• Use initiative to promote new ideas and to improve service in consultation with the departmental manager and team.
• Plans and organises own day to day activities to achieve duties specified and to meet departmental requirements. 

Communications and Key Working Relationships 

•  Attend meetings as requested and report as appropriate to departmental manager and other staff members. 
• To liaise with the admissions department as appropriate for this group of patients.
• Communicate with all members of the multi-disciplinary team regarding patient care. 
• To treat patients, relatives, carers and colleagues with respect and professionalism at all times. 
• To assist with the timely investigation and resolution of complaints and PALS enquiries.

Responsibility for Finance

• Assist the departmental manager and deputy manager to ensure the maintenance of and cost effecive use of all stock levels within your sphere of responsibility.
• To be aware of resources and deliver high quality, cost effective care

Responsibility for Human Resources

• Participate in Individual Performance Review and staff development.
• Participate in induction and in-service training and education of learners, nursing staff and other disciplines as appropriate. 

Responsibility for Health & Safety

• To be aware of and promote good health and safety in the workplace for self, patients and colleagues.
• To ensure compliance with e-compulsory training in moving and handling.
• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for Teaching

• To participate in teaching, supervision, and monitoring of new ward clerks and junior staff as directed by the departmental manager