Ward Clerk Team Leader Lewisham and Greenwich NHS Trust London SE13

To train new members of staff and locate staff as and when required. To communicate effectively within the team, and to participate in departmental meetings.

To also participate in ward clerk duties i.e. to be the first point of contact in welcoming and answering patients / visitor queries on the ward. To provide a full administrative and clerical support service to the ward and the multidisciplinary team

To advise, support and line manage a team of ward clerks on a daily basis ensuring adequate coverage of duties across a defined group of wards

To highlight any staffing issues/concerns to the respective Service Manager

To implement Trust policies e.g. Health and Safety and initial/informal stages of HR policies

To perform yearly appraisals for each team member in line with Trust Policy, including regular 1:1’s

Reviewing policies and procedures, proposing changes to improve working practices and standards

To coordinate and carry out ‘on the job’ training and instruction of the correct use of systems and other inpatient administrative functions

To assist the Ward Manager and nursing team members with general ward administration / clerical duties to ensure the smooth running of the ward / department and to act as a receptionist for visitors coming on to the ward

To be responsible for the care of medical records within the ward in accordance with the Trust’s Records Management Policy

To liaise with all members of the multi-disciplinary team as appropriate

To be aware of and support the Lewisham CCG specification requirements relating to waiting lists and waiting times

To identify overseas patients and notify the Overseas Office of their admission as soon as possible

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development

Widening access (anchor institution) and employability

Improving the experience of staff with disability

Improving the EDI literacy and confidence of trust staff through training and development

Making equalities mainstream

Participate in the induction and training of new ward clerks

Provide leadership to and manage all ward clerks in the Division

Support the Division in taking a proactive approach towards tackling HR issues including recruitment and retention, labour utilisation, and skill mix

Ensure that appropriate action is taken to deal with issues of staff discipline, grievance, poor performance and sickness, up to and including dismissal

To make Outpatient Department appointments at the request of staff, using the patient information system (ICARE)

To adhere to Trust visiting hours policy and to discuss any queries with nurse in charge

To arrange transport for patients – discharge, transfers and Outpatient appointments, in accordance with Trust policy and eligibility criteria

To complete requisitions for stores and maintenance, as requested, i.e. equipment to E.B.M.E for repairs

To complete and query orders not delivered as required and maintain stationary supplies

To undertake filing as requested by Doctors and Nurses

To provide clerical and administrative support to junior doctors as required

To ensure patient demographics are recorded accurately

To distribute patient post and forward post to discharged patients

To keep an accurate admission and discharge register

To complete patient insurance claim-forms and send them to Medical Records

To inform the Finance Department of overseas visitors

To liaise with nursing staff regarding any telephone queries about patients

To liaise with all Consultant secretaries as appropriate

To inform the relevant department if a GP is not shown on ICARE

To take patients’ property and valuables to the General Office when necessary and arrange their return on patient discharge

To correct registration and admission details on ICARE

To deliver patient documentation to various departments at the request of the medical or nursing staff

To refer any queries you are unable to deal with to the most appropriate person

To keep note files in order

To make up new volumes of notes where necessary

To ensure that Doctors complete electronic discharge summaries correctly as soon as an inpatient episode is completed

To send copies of the discharge summaries to GP and Coding Department