Job Description

To provide a full comprehensive reception, administrative, and clerical service in support of the multidisciplinary team involved in patient care within the department. To provide an appropriate front-of-house service that is professional and customer-centred to all patients and their families who are undergoing care at The Princess Alexandra Hospital.

This will be a supporting role across all inpatient wards and departments. You will work autonomously and with the team to ensure high standards of administration and patient experience.

Contract Details

• This is a 6-month fixed-term contract/secondment.

Key Responsibilities

• Promote the professionalism of the Trust and maintain the privacy and dignity of the patient at all times while maintaining a warm, friendly, and helpful welcome.
• Keep the reception area and desk clean and tidy.
• Provide relevant information to patients and relatives clearly and in a way that they understand and in a sympathetic and sensitive manner.
• Answer all telephone enquiries, taking and relaying messages in a polite and helpful manner, ensuring patient confidentiality at all times.
• Ensure that all patient activity including admission, discharges, and transfers to and from the ward are accurately recorded in a timely fashion as patient movement occurs, by the use of currently used system.
• Liaise with Nurses, Doctors, MDT, and other members of the Department team, obtaining and communicating necessary information accurately to assist the provision of a quality service for patients.
• Ensure that patient records are requested and available for patients admitted to the ward or as required.
• Maintain and electronically track patient records in accordance with the Trust’s policies and procedures.
• Ensure the patient records trolley is tidy and records are filed in the correct order.
• Respond to patient record requests in a timely and efficient manner, ensuring confidentiality and security is adhered to at all times in line with the ‘Freedom of Information Act 2000’ and the ‘Data Protection Act 1999’.
• Ensure that all printed investigation results are signed by the relevant medical team and filed properly.
• Support discharge planning by phoning outside sources (Social Services/District Nurses/ICT etc.) with reference to different aspects of patient care as requested by the ward team and file all relevant documentation using agreed processes.
• Arrange patients' transport to another hospital/home by completing necessary paperwork as required.
• Provide an accurate and timely appointment booking service for patients requiring follow-up outpatient or follow-up appointments.
• Support the discharge process by printing TTA’s from JAC and sending to GP’s and photocopying notes or patient records as required for onward care of patients.
• At the request of the nurse in charge, liaise with various internal departments and external agencies e.g. Admissions, Medical Records, X-Ray to support patient flow.
• Manage post delivered to the ward, re-directing mail to the correct location as required.
• Order all ward stationery ensuring adequate stock levels at all times (to include patient leaflets) under the direction of the Ward Manager.
• Actively participate in updating the ward diary.
• Ensure information boards are kept up to date and information displayed is in date and laminated.
• Report equipment problems (including IT issues) as raised by the ward staff using the appropriate mechanism e.g. Estates and Facilities, EBME, and IT Helpdesk; following through to ensure the problem is resolved on the ward and any issues escalate to the nurse in charge.
• Ensure confidentiality of staff and patient information in accordance with Trust Policies and procedures.
• Support and assist all Ward staff with general administration duties.