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

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Ward Clerk / Clerical Support
Position Description
GIPPSLAND SOUTHERN HEALTH SERVICE (GSHS)
Vision Statement: Dedicated to Health Mission Statement: We Care For You
Corporate Objectives:
1. Maintain and develop services to meet our communitys needs
2. Remain Accredited
3. Remain committed to having a staff that is skilled and motivated
4. Ensure financial viability
5. Maintain and improve facilities and infrastructure
6. 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
POSITIONSUMMARY/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.
I:\Executive\personnel\Position Descriptions\Nursing Division\2008\PD Ward Clerk 10.9.08.docx
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 professional
development 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 and
timely 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 is
consistent 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 with
knowledge of medical terminology an advantage, but not essential.
An innovative and enthusiastic person with the ability to work independently and as a member
of a healthcare team.
Demonstrate an ability to provide a customer focused approach to work practices and all
enquiries
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
I:\Executive\personnel\Position Descriptions\Nursing Division\2008\PD Ward Clerk 10.9.08.docx
KEY RESPONSIBILITIES
POSITION TITLE: Ward Clerk
PERFORMANCE
INDICATORS
DESCRIPTION
P.I. 1
PERSONAL
&
PROFESSIONAL
DEVELOPMENT
Demonstrates a knowledge, understanding and commitment to the mission and vision
statement 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 the
organisational team.
Displays competency and professionalism at all times in the performance of clerical
and 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 the
position.
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 and
outwards 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
I:\Executive\personnel\Position Descriptions\Nursing Division\2008\PD Ward Clerk 10.9.08.docx
P.I.4
TECHNICAL SKILLS
&
APPLICATION
Demonstrate a proven knowledge in the use of Microsoft products and / or the ability
and 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 of
the 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.5
TEAMWORK
&
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 and
fellow 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: _______________________________