16/02/2018 Jobwise training Waltham Forest, London E11 1NR

Ward Clerk & Data Administrator E11 1NR

  • Sector: business admin law
  • Location: Waltham Forest, London
  • Reference: E11 1NR
Ward Clerk &  Data Administrator

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Barts Health NHS Trust is one of Britain’s leading healthcare providers and the largest trust in the NHS. It was created on 1 April 2012 by bringing together three trusts: Barts and The London NHS Trust, Newham University Hospital NHS Trust and Whipps Cross University Hospital NHS Trust. The new trust has a turnover of approximately £1.1 billion and approximately 15,000 employees.

Together our hospitals – Newham University Hospital in Plaistow, St Bartholomew’s (Barts) in the City, The Royal London in Whitechapel, The London Chest in Bethnal Green and Whipps Cross in Leytonstone – deliver high quality clinical care to the people of east London and further afield.

The hospitals offer a full portfolio of services that serve the needs of the local community, and are home to some of Britain’s leading specialist centres including cancer, cardiac, trauma and emergency care. Barts Health also has one of the UK’s busiest children’s hospitals and internationally renowned surgical facilities.

Our vision is to create a world-class health organisation that builds on strong relations with our partners and the communities we serve – one dedicated to ending the historic health inequalities in east London. We will build an international reputation for excellence in patient care, research and education. And as members of UCLPartners, the largest academic health sciences system in the world, we will ensure that our patients are some of the first in the country to benefit from the latest drugs and treatments.

We are looking for the best talent to lead our ambitious new healthcare organisation. In return, the Barts Health will provide unsurpassed professional development opportunities, enabling investment in a range of new initiatives that would mean:

• doctors and nurses in training will be able to gain experience in different hospitals along the whole patient pathway;

• there would be greater opportunity for career progression – we could retain good staff who might otherwise leave to gain promotion;

• becoming world-class will enable us to recruit some of the best doctors and researchers in the world – who can share their knowledge and experience;

• joining forces with other partners in an Academic Health Science System will mean that staff would be better able to secure funds and pool their talents to develop new technology, techniques and treatments.

Job description

Job title: Ward Clerk/Data Administrator- Acorn Ward
Clinical academic group: Women’s and Children’s Health CAG
Board/corporate function:
Salary band: 2
Responsible to: Ward Manager
Accountable to: Service Manager
Hours per week: State total hours a week the role requires37.5
Location: Whipps Cross Hospital
Budgetary responsibility:None
Manages: Direct reports: Assisstant Service Manager
Indirect reports: General Manager & Service Manager

Aim of the role

The Ward Clerk will be responsible for providing a range of clerical support for the Acorn Ward, inputting data from other softwares and may be required to support other aspect of the ward areas.

Key working relationships

The duties and responsibilities listed below should be undertaken in accordance with the levels of competence as defined in the KSF outline for this post.

Core Dimensions

Communication (KSF Core 1 – level 2)

• Demonstrate an apporoachable and helpful style of care.
• Maintain good communication when dealing with patients and visitors.
• Communicate effectively with colleagues.
• Answer the telephone according to Trust Policy and take messages, as required.
• Constructively manage barriers to effective communication.
• Maintain confidentiality at all times, as required by legislation and Trust Policy.
• Ensure notes, x-rays and scans are obtained for each patient admitted and that following discharge all are returned to the appropriate department of the hospital.
• Check patient demographic details and make any necessary alterations to the patient’s health record and to the CRS system.
• Book follow up appointments as requested by the clinician within appropriate timeframes.
• Assist with the booking of transport for patients who fulfil the Trust’s criteria for eligibility to non-emergency transport.
• Input patient details onto computer system as directed.
• Ensure all patient records are tracked onto the computer system.
• Liaise with waiting list regarding patient admissions/cancellations.
• Faxing referrals to other department/district nurse referrals.
• Support ward staff with completion of discharge paperwork by finding details as requested.
• Collecting and entering data accurately from various hospital softwares for the directorate.
Personal and People Development (KSF Core 2 – level 1)

• Actively participate in the Trust appraisal system.
• Undertake identified learning and development opportunities, as identified during the appraisal process.
To assist, where appropriate, supervisory staff in the training of new or temporary staff

Health and Safety (Core 4 – level 1)

• Move and handle equipment/materials, using agreed moving and handling procedures.
• Correctly dispose of clinical waste.
• Report all accident and incidents and near misses as per Trust Policy.
• Maintain a safe working environment.

Service improvement (Core 4 – level 1)

• Takes an active part in ward meetings as required.
• Supports patients recording Real Time Feedback and Friends and family test.

Quality (Core 5 – level 1)

• Prioritise which duties to respond to first.
• Maintain stock levels to enable smooth running of the department.
• Ensure equipment, fixtures and fittings are in good order and report any faults.
• Maintain a high standard of patient care demonstrating quality customer service.
• Keep accurate records all admissions/discharges to the ward.
• Pulling and correct filing of medical records.
• Correct filing of all documentation, investigations and reports in patients notes.
• Ensure the SOP is followed at all times.
• Highlight ward staff mandatory training requirements to ward manager.

Equality and Diversity (Core 6 – level 1)

• Treat everyone with dignity and respect.
• Act in accordance with current legislation, policies and good practice.
• Report any behaviour that undermines equality and diversity.

Information Processing (IK1 – level 1)

• Maintain accurate information on the CRS system or local patient data base as required, ensuring real time bedstate.
• Act in accordance with the Trust IT procedures.


The postholder will operate at all times to high standards of probity. This will include compliance with:

• Health and Safety regulations.
• All policies and procedures approved by the Trust.
• Data Protection Act.
• Work within the limitations of the role.

Information Governance

• To be fully aware of and committed to all Policies, Procedures and Initiatives relating to information governance – this will include, but not limited to, Data Quality improvements, Confidentiality and information security.

• To take personal responsibility for safeguarding and ensuring the quality of information.


The postholder will be expected to:

• Support the aims and vision of the Trust.
• Act with honesty and integrity at all times.
• Be a positive ambassador for the Trust.
• Demonstrate high standards of personal conduct.
• Value and respect colleagues, other members of staff and patients.
• Work with others to develop and improve our services.
• Uphold the Trust’s commitment to equality and diversity.
• Take personal responsibility for their words, deed and actions and the quality of the service they deliver.

Key result areas

To file and retrieve case notes. To maintain an efficient and up to date filing system. To provide a comprehensive support to all medical and clerical staff and ensure that patient electronic records are updated and maintained with the most up to date information.

Main duties and responsibilities


Communicate with a range of people on a range of matters
• To be responsible for the day to day handling of enquiries to the department from patients and members of the public, as well as internal queries.

• Ensure that patient records are obtained for each patient and returned at discharge in line with legislation and Trust Policy.

• Ensure patient details are accurate and up-to-date, and that bed status is maintained in real time.

• Support the completion of paperwork required for patient discharge, including finding patient details and faxing/ sending referrals and retrieving case notes
Personal People Development

Contribute to own personal development

• To discuss present performance and identify future training needs with the line manager.

• To stay up-to-date with mandatory training requirements.

• To actively take part in appraisal and performance review against the KSF outline for the post.


Maintain Quality in own work and encourage others to do so

• To work in order to ensure quality standards required both nationally and within the directorate are adhered to administration needs.

• To be responsible for supporting specific initiatives within the department as agreed with the line manager and ensure that these areas are developed in line with NHS targets.

• To work with other secretaries and colleagues to ensure that clinical and non clinical information is filed in a timely manner in line with Trust standards.
Equality and Diversity

Act in ways that support equality and value diversity

• To maintain the strictest confidentiality.

• The post holder must at all times carry out duties and responsibilities with due regard to the Trust’s equal opportunities policies and procedures.

• The post holder must at all times respect patient and staff confidentiality and, in particular, the confidentiality of electronically stored data in line with the requirements of the Data Protection Act 1998, Caldecott report and Freedom of Information Act.
General Notes

• To cover for colleagues as and when required regardless of site.

• The post holder is required to undertake duties at any location within the Trust in order to meet service needs.

The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different hospital.

Effort, skills and working conditions


Physical skills

To have a good knowledge of computer and Microsoft office suite.

Must be vigilant and accurate when entering data into computer system.

Physical effort

Collect or retrieve case notes that may be heavy.

Mental effort

To be aware when entering data and patient information into computer system must be accurate.

Emotional effort

Must be professional and sympathetic when patients and family receive upsetting news.

Working conditions

Must show patience and professional behaviour in difficult situations when patients and clients may become upset or aggressive.

Performance management and appraisal

All staff are expected to participate in individual performance management process and reviews.

Personal development and training

Barts Health NHS Trust actively encourage development within the workforce and employees are required to comply with trust mandatory training.

Barts Health’s education academy aims to support high quality training to NHS staff through various services. The trust is committed to offering learning and development opportunities for all full-time and part-time employees.

No matter where you start within the NHS, you will have access to extra training and be given every chance to progress within the organisation. You will receive an annual personal review and development plan to support your career progression and you will be encouraged to develop your skills and experience.

Health and safety at work

The post holder has a duty of care and personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in infection prevention and control (IP&C) and be compliant with all measures required by the trust to reduce HCAIs. All post holders must comply with trust infection screening and immunisation policies as well as be familiar with the trust’s IP&C policies, including those that apply to their duties, such as hand decontamination, personal protective equipment, aseptic techniques and safe disposal of sharps.

All staff must challenge noncompliance with infection, prevention and control policies immediately and feedback through the appropriate line managers if required.

Confidentiality and data protection

All employees are expected to comply with all trust policies and procedures related to confidentiality and data protection and to work in accordance of the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary).

Conflict of interest

The trust is responsible for ensuring that the service provided for patients in its care meets the highest standard. Equally it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The trust’s standing orders require any officer to declare any interest, direct or indirect with contracts involving the trust. Staff are not allowed to further their private interests in the course of their NHS duties.

Equality and diversity

The trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in the Trust are recognised. The Trust will aim to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership. Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job.

You are responsible for ensuring that the trust’s policies, procedures and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.

NHS managers’ code of conduct

As an NHS manager, you are expected to follow the code of conduct for NHS managers (October 2002).

Budgetary management

If you have responsibility for a budget you are expected to operate within this and under the trust’s standing financial instructions (available in the intranet’s policies section ) at all times.

Barts Health values based leadership

Our leaders ensure a focus on health where patients are at the centre of all we do. They work to create a culture where innovation is promoted and encouraged. They lead by example and demonstrate value based decision making as being integral to the ways of working within the Trust.

Barts Health leaders are role models who demonstrate those attitudes and behaviours which will make us unique. Our leaders are passionate about delivering high quality patient care, take pride in the work that they do to and are committed to the delivering the Barts Health NHS Trust 10 pledges of:

1. Patients will be at the heart of all we do.
2. We will provide consistently high quality health care.
3. We will continuously improve patient safety standards.
4. We will sustain and develop excellence in research, development and innovation.
5. We will sustain and develop excellence in education and training.
6. We will promote human rights and equalities.
7. We will work with health partners to improve health and reduce health inequalities.
8. We will work with social care partners to provide care for those who are most vulnerable.
9. We will make the best use of public resources.
10. We will provide and support the leadership to achieve these pledges.

Our leaders are visible leaders who believe in spending time listening and talking our staff, patients and partners about the things that are important to them and the changes they would like to make to continuously improve patient care.

Barts Health leaders work with their teams to develop organisational values, embed them in our ways of working and create the cultural changes required to ensure that we consistently provide an excellent patient experience, regardless of the point of delivery, in an environment where people want to work, regardless of where they work or what they do.

Safeguarding adults and children

Employees must be aware of the responsibilities placed on them to maintain the wellbeing and protection of vulnerable children and adults. If employees have reason for concern that a patient is ‘at risk’ they should escalate this to an appropriate person i.e. line manager, safeguarding children’s lead, matron, ward sister/change nurse, site manager, and consultant.

Person specification


Qualifications and knowledge

Evidence of secondary school education


Previous clerical experience
Previous experience of dealing with public
Previous clerical experience in NHS setting
Experience of CRS/Cerner
Experience of Microsoft Office suite


Previous experience of working in a team
Shows initiative
Able to work on their own
Attention to detail, both verbal and written
Able to prioritise own workload

Personal and people development

Professional attitude towards patients and colleagues

Good team player


Good communication skills
Excellent written and spoken English

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