Job summaryThis post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System. To provide administrative and clerical services within the Urgent Care Group, ensuring efficient, effective and high-quality service is provided. This role includes working as part of a multifunctional internally rotating team across a variety of roles on a monthly rota which runs 24 hours a day, seven days a week, 365 days a year. The teamwork within the dedicated speciality clinical areas to facilitate a smooth running of the patient journey by ensuring co-ordinated and streamlined administrative process revolve around the patient and their individual needs.Main duties of the jobThe roles are across the Acute Medical Unit, Medical Same Day Emergency Care (SDEC) and Short Stay Unit which include: Inpatient admissions, transfers, and discharges. Providing reception services for our SDEC and Acute Medical Unit services. Tracking and filing of patient notes. General administrative duties. Data Quality. Ensure that patients on pathways or time sensitive follow ups are seen within appropriate timeframes to follow up and close DNA's. Work alongside consultants to bring existing pathways up to date.About usHere at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff. Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust. The Acute Medical Unit is a busy department, with capacity for 108 inpatients alongside an Same Day Emergency Care Unit which can see upwards of 50 patients a day. The department has bespoke area's for same day emergency patients, GP admissions as well as delivering short stay and medical admission, treatment and discharge. The department is led by a highly motivated group of consultants, nurses and administrators who are committed to providing high level care with a drive to develop the service further. The current team is a very cohesive, enthusiastic and supportive and works well together.Job descriptionJob responsibilitiesTo ensure that systems and equipment are in situ to allow the admin team to work efficiently and effectively.Attend board rounds, book patient transport, chase patient reviews when providing ward clerk support.Effectively manage their own time to complete time sensitive tasks during each role rotation.Be competent with five core functions within the AMU Multi-Functional TeamUtilise computerised tracking systems to locate case notes and investigation resultsMonitor work lists to monitor consultant workflow and escalate to team leaders if necessary.Capture and distribute clinic outcomesEnsure follow ups and diagnostics are bookedCreate a working environment which encourages high morale and optimum performance.Assist in the development of operational plans and procedures ensuring changes are implemented following departmental reviews.Communicate effectively with the teams on a timely basis ensuring robust systems exist so that staff feel informed. Work alongside other colleagues covering duties when absent.Liaise with appropriate departments to ensure that any new services introduced run smoothly and efficiently.Be able to communicate both across the Trust and inter-departmentally with all levels of staff: Medical; Nursing; Clinical; support staff and other members of the multi-disciplinary teams. Being able to communicate using empathetic and sympathetic skills when dealing with patients.Be responsible for seeking advice whenever the need arises.Promote and ensure good customer relations.Responsible for collating and distributing statistical information for the department.Responsibility for ensuring that staff are managed, and standards of work are maintained and Trust policies for the management of staff performance are adhered to.All staff are compliant on Mandatory training.Appropriate risk and other assessments are completed and documented in a timely manner in accordance with Trust policy.Defective equipment is reported and made safe without delay in accordance with Trust procedures.Infection prevention and control procedures are followed by all staff within their area of responsibility.Liaise with Nurse in Charge (NIC) to ascertain current priorities and issues when working in clinical areas.Ensure delivery of all administrative functions of the role, including but not limited to the tracking and transferring of patients into and out of the department, tracking and filing of patient notes, and accurate, real-time maintenance of Trust information systems and patient records.Access patient records from the electronic database as required.Booking in of all patients onto the Trust Information Systems and ensure that all patients are tracked out of the Division in real time.Carry out the selection and duplication of records for validation auditing.Utilise all appropriate information systems (OCEANO, PAS, APEX, Bedview, GRAHPNET, Incoming Incidents Tracker, Patient Tracker Display, JCPR)Ensure the non-clinical environment within the Emergency corridor is well organized, clean, and tidy.Prepare for all admissions and discharges from the ward, ensuring good communication and preparation of necessary documentation.Arrange patient transportation as required.Stock ward areas with adequate administrative supplies as and when required.Support Clinical staff with administrative duties as and when required.Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.Always keep requirements in mind and seek out to improve, including achieving customer service performance targets.Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities, and No Smoking. Act in such a way that always the health and wellbeing of children and vulnerable adults is safeguarded. Familiarisation with and adherence to the Safeguarding Policies of the Trust is an essential requirement for all employees. In addition, all staff are expected to complete essential/mandatory training in this area.Respect the confidentiality of all matters that they may learn relating to their employment and other members of staff. All staff are expected to respect the requirements of the Data Protection Act 1998.Person SpecificationQualificationsEssentialEducated to GCSE standard or equivalent.ExperienceEssentialPrevious administrative experience.Experience of working in an NHS Trust environment.Previous clerical/reception experience in a similar role.Disclosure and Barring Service CheckThis 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.Employer detailsEmployer namePortsmouth Hospitals University NHS TrustAddressQueen Alexandra HospitalSouthwick Hill RoadCoshamPortsmouthPO6 3LYEmployer's websitehttps://www.porthosp.nhs.uk/work-for-us/ (Opens in a new tab)