Ward Clerk - Maternity Wards
Job summary
The post holder is responsible for booking patient appointments, visits and associated administrative duties. In addition, the post holder will support the referral, triage and appointment booking processes using Trust systems and waiting lists to contact and offer patients appointments and assist and support the Matron/ Shift Leader with day-to-day clerical activities at the ward level. The successful candidate maybe required to work flexible shift patterns including overnight work.
Main duties of the job
Assist and support the department with day-to-day clerical activities.
Act as the first point of contact for the patients dealing appropriately with all communications and tasks, including sensitive issues.
Answering the telephone and dealing appropriately with all enquiries,
Maintain the admission, discharge, and transfer activity of all patients within the department.
Use Trust systems, including waiting lists and patient tracking list information, to ensure patients are booked and scheduled in the correct order.
Arrange patient follow-up appointments as directed by medical / nursing staff.
Enter data and maintain of safeguarding database, ensuring information is updated in a timely manner.
Deliver high customer service in all interactions with patients, their relatives, carers and staff to ensure the highest patient privacy and dignity standards.
Patient Record Maintenance- Ensuring correct and accurate personal details are up to date on all patient documentation.
Follow Trust policy in relation to processes for assessment and management of potential overseas visitors, including the accurate recording of information and escalation of concerns to the line manager.
Use local and national systems to enable the booking and scheduling of appointments.
Maintain an up-to-date electronic and paper office filing system appropriate to the relevant department and undertake the filing of patient records.
Assist the ward staff with general administrative duties,
About us
Liverpool Women's NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women's Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.We believe that this, along with a strong dedication to research and innovation, makes us the specialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit theircareers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role. https://www.gov.uk/skilled-worker-visa/your-job
Job description
Job responsibilities
Role
The post holder is responsible for booking patient appointments, visits and associated administrative duties. In addition, the post holder will support the referral, triage and appointment booking processes using Trust systems and waiting lists to contact and offer patients appointments and assist and support the Matron/ Shift Leader with day-to-day clerical activities at the ward level.
The successful candidate will-
Be able to deal face to face and on the telephone with a wide range of public and professional staff courteously and professionally and always maintain confidentially.
Undertake clerical duties answering the telephone and relaying messages and enquiries promptly.
Provide effective verbal, written and electronic communications.
Main Duties and Responsibilities
Assisting and supporting the Matron/ Shift Leader with day-to-day clerical activities.
Act as the first point of contact for the patients dealing appropriately with all communications and tasks, including sensitive issues.
Answering the telephone and dealing appropriately with all enquiries, redirecting to relevant staff and departments in a timely manner.
Deal with incoming telephone calls from expectant/ new mums, other relatives, midwives, GP surgeries and other hospital trusts.
Maintain the admission, discharge, and transfer activity of all patients within the department.
Use Trust systems, including waiting list and patient tracking list information, to ensure patients are booked and scheduled in the correct order.
Arrange patient follow-up appointments as directed by medical / nursing staff, informing patients of appointments.
Escalate issues related to the booking and scheduling of patient appointments in agreed timescales to supervisory and management staff.
Handle enquiries from patients and staff concerning appointment booking and scheduling through a variety of media, although predominantly through telephone
Enter data and maintain of safeguarding database, ensuring information is updated in a timely manner.
Liaising with other departments and staff to obtain /deliver information relating to patients and department management.
Deliver a high level of customer service in all interactions with patients, their relatives, carers and staff to ensure the highest standards in respect of patient privacy and dignity.
Ensures data entry onto Trust systems is consistent with workflows and follows standard operating procedures.
Patient Record Maintenance- Ensuring correct and accurate personal details are up to date on all patient documentation.
Follow departmental policies and standard operating procedures for the undertaking of work tasks and duties.
Support Trust and departmental processes for reviewing and managing data quality issues related to booking and scheduling activity.
Follow Trust policy in relation to processes for assessment and management of potential overseas visitors, including the accurate recording of information and escalation of concerns to the line manager.
Use local and national systems such as the NHS Spine, CRIS, Meditech, K2 and other systems to enable the booking and scheduling of appointments.
Maintain an up-to-date electronic and paper office filing system appropriate to the relevant department and undertake the filing of patient records following the Trusts Records Management Policy and the filing responsibilities for each clinical area.
Assist the ward staff with general administrative duties, e.g. photocopying, dealing with department mail and distributing as required. Submit requests for case notes stored off-site.
Maintain ward stationary stock levels as required
Other Responsibilities:
Operate within the required behaviours and values of the Trust leading by example in delivering the service's performance.
Manage workload in agreement with the line manager.
Communicate and establish working relationships as appropriate concerning workload, activities, and job roles with colleagues within the service and wider Trust.
Undertake general administration support within the service as required and directed by the line manager.
The content of this Job Description represents an outline of the post only and is, therefore, not a precise catalogue of duties and responsibilities. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances following consultation with the post holder.
Person Specification
Skills, Knowledge & Aptitudes
- Good level of numeracy and literacy skills.
- Able to communicate clearly both in verbal and written communications.
- Basic keyboard & PC skills.
- Working knowledge of Microsoft Office packages, i.e., Outlook, Word, Excel
- Organised and methodical with an attention to detail.
- Professional and friendly telephone manner
- Able to maintain accuracy to high standards
Qualifications & Learning
- Educated to GCSE level or equivalent, including English and Mathematics.
- European Computer Driving Licence (ECDL) Qualification or equivalent.
- Additional Customer Service or Administration qualifications, such as an NVQ Qualification
Other
- Keen to develop personal skills Good work attendance
- Flexibility & motivation
- Able to change duties at short notice
- Occupational Health cleared to perform the duties of the role
Personal Qualities
- Flexible and adaptable to change Ability to work to a deadline and to prioritise own workload.
- Ability to work on own unsupervised Courteous and friendly .
- Be able to work under pressure in a busy environment.
- Ability to work independently or as part of a team.
- Able to multitask.
- Capable of dealing with sensitive and confidential documents and situations.
- Able to implement new ideas to benefit patients, staff and the working environment
Experience
- Experience working in an NHS reception or equivalent appointment booking environment.
- Previous experience of data entry/ input.
- Knowledge of a hospital-based Patient Administration System.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
Liverpool Women's NHS Foundation Trust
Address
Liverpool Women's Hospital
Crown Street
Liverpool
L8 7SS
United Kingdom
Employer's website
https://www.liverpoolwomens.nhs.uk/