Ward Clerk

Job Title: Ward Clerk

Hours: 25 hours per week (10.00am - 15:00pm)

FTE Salary: £20,624.00 - £21,890.00 (pro rata) per year

Location: Dartmouth House 70-72 Handsworth Wood Road Handsworth Wood B20 2DT

The post holder is required to work as a proactive member of the clinical team and to undertake a range of duties to assist the clinical team in maintaining the smooth running of the clinical area. Ward Clerks are responsible for a variety of clerical and administrative duties relating to service user care and the day to day running of a hospital setting.

The post holder will liaise with and provide the multidisciplinary team and other senior staff with timely and accurate information required to support and maintain service user flow, under the direction of the Registered Manager.

Principle responsibilities:

· To keep the ward diary organized and up to date.

· To receive incoming telephone calls, faxes, and recorded messages to the unit and take messages for all relevant departments, acting where appropriate including making calls to outside agencies.

· Receiving visitors and ensuring they are escorted to the appropriate person/ meeting.

· Keeping a log of all maintenance issues on the unit and liaising with the maintenance contractor to get these issues resolved.

• Monitoring and managing the petty cash. This will include service user’s money, which is kept in the safe. This will involve a weekly audit.
• Ensuring the CPA outcomes to GP’s, CPN’s and CCG members, are sent within the space of two weeks following the CPA. Ensure the audit is completed and sent to the Registered Manager, Corporate Secretary, and Operations Director.
• To be responsible for a range of order placements. You will be involved with the management and ordering of office supplies, as required. This responsibility would involve managing a small budget. You may also be involved in the ordering of clinical supplies and the weekly food shop, as directed by a Nurse or Registered Manager. Along with assisting the Domestic staff with the ordering of cleaning supplies.
• Notetaking during Team meetings. The notes will then need to be formatted to be shared with the wider team, within the required timescales.

Professional:

· To carry out photocopying, uploading documents to relevant online systems and filing paperwork as required.

• Checking and ensuring all the relevant paperwork for MDT’s and CPA’s is present and accounted for the meetings.
• Setting up the MDT and CPA meeting room, completing the bookings via the Outlook calendar function.
• To liaise with the Registered Manager, when service users request a loan for approval.

Organisational:

• Uphold the vision and values of Options for Care, in all actions, interactions with staff, service users and visitors to the unit.
• To organize and invite professionals, advocacy, family, and friends to the MDTS, section 117 meetings and CPA’s.
• To input data on to the relevant systems (I-planit/ shared drives) and take responsibility for the quality of the data, reporting to Data Custodian when there are any arising issues around quality.
• Keeping paperwork for files organized and archiving relevant paperwork when necessary.
• To liaise with the Mental Health Act Administrators to establish the dates for service user’s upcoming CPA/ Tribunal/ renewal and manager hearings.
• Physical labelling of new unit assets and updating asset spreadsheet.

Communication:

· To receive all incoming mail and distribute to the relevant departments.

• Support with booking appointments with GP’s, Hospitals, Dentists and Chiropodists where a service user is not able to this for themselves.

Additional Responsibilities:

• Any other duties that are commensurate with the position

This job description outlines the duties as currently required but may be amended by mutual agreement to reflect future service developments and the impact of new technology on the role. Appropriate training will be provided to support additional skills required.

Closing Date: 02/07/2023

Shortlisting Date: 03/07/2023 (you will be notified if you have been shortlisted for an interview)

Interview Date: 10/07/2023 (you must be available to attend an interview on this proposed date)

Job Type: Part-time
Part-time hours: 25 per week

Salary: £20,624.00-£21,890.00 per year

Benefits:

• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Birmingham, B20 2DT: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• Interviews will be taking place on 10/07/2023. Are you available to attend an interview on 10/07/2023?

Education:

• GCSE or equivalent (preferred)

Experience:

• ward clerk: 1 year (preferred)
• healthcare: 1 year (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: In person

Application deadline: 02/07/2023