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I:\Executive\personnel\Position Descriptions\Nursing Division\2008\PD Ward Clerk 10.9.08.docx

Ward Clerk / Clerical SupportPosition Description

GIPPSLANDSOUTHERN HEALTHSERVICE (GSHS)

Vision Statement:Dedicated to Health Mission Statement:We Care For You

Corporate Objectives:

1. Maintain and develop services to meet our communitys needs2. Remain Accredited

3. Remain committed to having a staff that is skilled and motivated4. Ensure financial viability

5. Maintain and improve facilities and infrastructure6. Ensure quality health services are provided in a safe environment.

NAME: _________________________________________________________

CLASSIFICATION: Ward Clerk/Clerical Support

SALARY &CONDITIONS: As per award

AWARD: HSU or Nurses Award

FACILITY: Nursing Division DATE JOINED SERVICE: ___________________

RESPONSIBLE TO: Director of Nursing via Unit Manager

RESPONSIBLE FOR: Providing professional administrative / clerical support services consistent with current

position description (including other duties as requested) and accepted standards of practice

POSITION SUMMARY/PURPOSE

To provide ward clerical support and contribute to optimum patient information management.

Provide support and assistance to the NUM.

To ensure the effective and efficient operation within the working environment

To provide customer centred service to patients, staff and members of the public. To perform duties in a highly professional and confidential manner.

To assist in emergency situations as directed by supervisor.

PERFORMANCE Monitoring:

An initial formal review of performance will be undertaken within three months following appointment and then at least

every 12 months based upon this position description or more frequently as determined by Unit Manager.

LAST APPRAISAL DATE:_____________________ NEXT APPRAISAL DATE:________________

REVIEW OF POSITION DESCRIPTION:

This position description will be reviewed annually in conjunction with Performance Appraisal, when the position becomes vacant or as deemed

necessary for on-going and effective performance management.


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KEY SELECTION CRITERIA:

To perform effectively in this position, the person should possess demonstrated /potential for development of

competencies in the following 6 Key Performance Areas:

1. PERSONAL & PROFESSIONAL DEVELOPMENT

Demonstrated experience and understanding of the continuation of both personal development and professionaldevelopment in their career and industry.

2. CUSTOMER SERVICE

Excellent communication and interpersonal skills including demonstrated experience in liaising with a wide

range of internal and external clients.

3. ADMINISTRATION & DOCUMENTATION

Ensure that all administration and documentation requirements are initiated and completed in a professional andtimely manner

4. TECHNICAL SKILLS & APPLICATION

Demonstrated knowledge and understanding in the application of the skills required for this position. This

includes knowledge and understanding of appropriate equipment, legislation, policies and procedures.

5. TEAMWORK & COMMUNICATION

Demonstrated ability to lead and develop a diverse team or participate as an active member or a team, which isconsistent with the philosophy and policies of GSHS.

6. CONTINUOUS IMPROVEMENT

Commitment to ensuring quality services are delivered to both internal and external clients through continuous

improvement activities.

QUALIFICATIONS:ESSENTIAL: Demonstrated ability to exercise good judgement and discretely handle matters of sensitive

nature

High level of interpersonal and communication skills Demonstrated organisational skills including the ability to work without direct supervision,

exercise initiative and discretion, and perform duties in a highly professional manner Capacity and willingness to be flexible and to adapt to changing environments.

Basic computer literacy and skills essential i.e. Microsoft Office Programs (Word, Excel,Outlook etc).

DESIRABLE: Current experience in an acute health setting in the role of reception and clerical work withknowledge of medical terminology an advantage, but not essential.

An innovative and enthusiastic person with the ability to work independently and as a memberof a healthcare team.

Demonstrate an ability to provide a customer focused approach to work practices and allenquiries

Plan and prioritise work programs to achieve defined targets within time lines Current First Aid Certificate

Current Division 2 Registration with the Nurses Board of Victoria


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KEYRESPONSIBILITIESPOSITION TITLE: Ward Clerk

PERFORMANCE

INDICATORS

DESCRIPTION

P.I. 1

PERSONAL

&

PROFESSIONALDEVELOPMENT

Demonstrates a knowledge, understanding and commitment to the mission and visionstatement of GSHS.

Displays excellent interpersonal skills.

Displays sound attention to detail in work practices.

Demonstrated proficiency in communication verbally, electronically and in writing.

Displays a sound telephone etiquette when dealing with internal and external

customers

Displays an ability to work independently and collaboratively as part of theorganisational team.

Displays competency and professionalism at all times in the performance of clericaland administrative functions.

Displays commitment to ongoing learning and sharing of knowledge.

P.I. 2

CUSTOMER SERVICE

Provide professional administrative and receptionist support.

Process admissions and discharges.

Create and update ward based information.

Update inpatient lists and distribute to relevant staff on a daily basis.

Effectively manage medical records for inpatients and outpatients as required /

directed.

Print and prepare admission paperwork and labels

Prepare all discharged medical records and return to clinical coding in a timely

manner.

Complete and file tracer cards as required

Liaise with other Health Services to obtain patient information as required.

Communicate effectively with internal and external customers.

Knowledge of GSHS complaints policy and Incident reporting policy

P.I. 3

ADMINISTRATION

&DOCUMENTATION

Supports Clinical team with all administrative matters as directed.

Complete photocopying as required.

Undertake quality improvement activities as required.

Provide on the job training and support to other clerical staff being orientated to theposition.

Attend and participate in team meetings.

Performs duties in accordance with the Gippsland Southern Health Service policy

and procedure manual. Undertake clerical tasks as directed by NUM / Nurse in charge of shifts

Undertake other duties as directed by NUM

Collect and distribute mail to nursing areas and maintains records of all inwards andoutwards mail.

Collection and distribution of mail to other areas within the organisation.

Assists Medical Records with the following: Filing coded histories

Filing pathology / radiology reports etc of discharged patients Collation of patient histories for specialist consultation


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P.I.4

TECHNICAL SKILLS

&

APPLICATION

Demonstrate a proven knowledge in the use of Microsoft products and / or the abilityand willingness to be trained in the use of computer software programs as required.

Operate and troubleshoot various office equipment including:

Photocopier Fax

Telephone Computer system

Intercom system

To be familiar with the emergency response roles, and have adequate knowledge ofthe emergency response system.

Ensure all external areas of the main hospital building are secure by 1800 hours i.e.hotel services back doors.

Ensure all internal areas are secure by 1800 hours i.e. Radiology etc.

P.I.5TEAMWORK

&

COMMUNICATION

Demonstrate supportive behaviours to colleagues

Promotes a pro-active approach to communication

Attends hospital forums and department meetings as required

Establishes effective and appropriate patterns of communication with clients,relatives, staff and management

Initiates and maintains accurate documentation as required.

P.I. 6

CONTINUOUS

IMPROVEMENT

Participates in a continuous process to monitor, evaluate and develop performance.

Establishes effective and appropriate patterns of communication with colleagues andfellow staff to ensure a supportive environment and culture are maintained.

Participates in audits to monitor / review work practices.

Initiates practices / processes as needs are identified and works with others to

facilitate and achieve changes.

Attends no lift / Fire and Safety and basic CPR on an annual basis.

Liaises with NUM / Nurse in Charge of shift to inform / discuss any concerns in

relation to duties.

Liaises with other departments as needed, ensuring NUM / Nurse in Charge is

informed of matters pertaining to role and function of ward clerk.

Sign to verify agreement with this Position Description:

Incumbent: ________________________________ Date: _______________________________

Manager: ________________________________ Date: _______________________________

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