Job vacancy: Emergency Department Administration Team Assistant, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area

Accident and Emergency

Grade

Band 3

Contract

Permanent

Hours

Full time
Part time

37.5 hours per week (day, night, twilight, weekday and weekend shifts)

Job ref

203-EM491

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Emergency Department, Warwick Hospital
Town: Warwick
Salary: £22,816 - £24,336 per annum
Salary period: Yearly
Closing: 07/05/2024 23:59

Emergency Department Administration Team Assistant

Band 3

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 5300 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes. The Trust have also been able to freeze car parking charges.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Detailed job description and main responsibilities

Key Result Areas:

Reception and Ward Clerk Duties

First contact with members of the public entering the department via reception;

Using VDU for the computerised booking of all patients requiring treatment in ED, ensuring all personal information is obtained and accurate;

To make appointments and referrals on behalf of ED when needed;

To input all relevant data to outcome all patient attendances;

Maintain the filing and scanning systems relating to the ED Casualty Cards and other clerical duties

Ensure admissions and discharges are entered onto Lorenzo in real-time.

Maintaining and updating information required on Digit where necessary.

Facilitate good communication between all members of the team and other staff within the Trust and outside the Trust, including police, ambulance staff, GPs and CCG;

Implement manual process for computer down time;

Follow the correct procedure for overseas patients, completing all relevant forms;

Maintain in-patient Lorenzo system for the ED Observation Unit;

Assist with filing in the Observations Unit if required.

Answering telephone queries in a polite and efficient manner;

Booking ambulance crews clear in a timely manner using CAD online system;

Chase up diagnostics and results with relevant departments;

Maintain filing and scanning systems relating to casualty cards and other clerical duties;

Bleep porters, domestics, medical staff as required;

Book ambulances and transport as required;

To actively participate in the collection of data for I Want Great Care – obtaining patient/relative feedback on a shift basis to ensure that their views are included within the development of the service.

Supporting the Emergency Department staff as needed.

To liaise directly with other units/departments to give or obtain information, including the reporting of maintenance or supply problems.

To participate in the planning towards changes in work methods including team working and to work within new systems once agreed.

Administration and Coding

To ensure that clinical information is coded accurately and entered onto Lorenzo in line with Trust policy.

To input ED data accurately and to provide robust and safe data storage systems.

To review and analyse data and identify errors where appropriate to resolve queries.

Response to requests for data reports from both within the department and other managers and to communicate effectively with all disciplines of staff.

Communication

Communicate at all times in a polite professional and courteous manner, maintaining confidentiality at all times;

Facilitate good communication between all members of the team and other staff within and outside the Trust including police, ambulance staff, GPs and CCG;

To have direct contact with patients, relatives and other members of the public at reception, being sensitive to their needs;

Write and/or deliver messages to appropriate staff within the department;

To be able with situations that involves violent and aggressive patients/visitors;

To locate inpatients for visitors and direct patients and visitors to other areas of the hospital;

Receive and report sensitive information.

Departmental Systems

Monitor computer equipment, reporting any problems in a timely manner to the relevant departments.

Person specification

Qualifications

Essential criteria

GCSE or equivalent in Maths and English at Grade C or above
RSA or NVQ Level 3 or equivalent

Experience

Essential criteria

Experience of reception duties
Significant experience working with the public
Understanding of data confidentiality
Understanding of clinical coding or willingness to learn

Desirable criteria

Previous experience of working within a healthcare environment
Experience of using the electronic patient administration system - Lorenzo

Skills

Essential criteria

Excellent IT skills and experience in the use of Microsoft Office suite including Word, Outlook and Excel.
Accurate and advanced keyboard skills
Excellent interpersonal and communication skills both written and verbal
Excellent customer service skills
Ability to work under pressure and prioritise own workload

Desirable criteria

Knowledge of the Trust’s policies and procedures

Personal Qualities

Essential criteria

Tactful and diplomatic
Adaptable and flexible
Organised, professional and punctual
Ability to work and communicate with people at all levels
Team player
Ability to concentrate for prolonged periods
Ability to deal with unpredictable workload and frequent interruptions
High degree of discretion and initiative
Good attention to detail
Awareness of own limitations
Able to work independently and as part of a team
Positive approach to change
Able to work with staff at all levels within the Trust
Demonstrates a high level of personal motivation
Able to work to tight deadlines in a busy environment

Other Job Requirements

Essential criteria

Good personal presentation
Flexibility in working hours, including unsocial
Ability to occasionally travel to other sites within the Trust.

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.