Royal Adelaide Hospital
JOB AND PERSON SPECIFICATION
Title of Position
Administrative Unit
Ward Clerk ICU
Royal Adelaide Hospital
Classification Code:
ASO 2
Division: Critical Care Services
Discipline Code:
Branch: Intensive Care Unit
Type of Appointment:
 Permanent
 Temporary Term ...............
 Other
Term ...............
Section: Intensive Care Unit
Position Number:
RA1977
Position Created:
April 2001
Job and Person Specification Approval
All excluding senior positions
................................................ ......./......./.......
CEO or delegate
...................................... ......./......./.......
Commissioner for Public Employment
JOB SPECIFICATION
1.
Summary of the broad purpose of the position in relation to the organisation's goals (its
expected outcome and how it is achieved).
The Ward Clerk is accountable to the Administrative Manager, Critical Care Services, through the Roster
Manager/Team Leader for the Intensive Care Unit for the provision of general clerical and reception duties
which contribute to effective patient care, bed management and ward administration .
2.
Reporting/Working Relationships (to whom the person reports, staff for whom the
person is responsible, and other significant connections and working relationships
within the organisation).
The Ward Clerk reports to the Roster Manager/Team Leader and works closely with Clinical Nurse
Consultant (CNC) or Deputy CNC for the ward and with the other administrative staff (eg. in Accident &
Emergency). The Ward Clerk works as a member of the Critical Care Services administrative team.
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3.
Special Conditions (such as non-metropolitan location, travel requirements, frequent
overtime, etc.).
Must be prepared to:
 Participate in the Unit’s administrative position rotations.
 Work on weekends and participate in an 7 day roster
 May be rostered to work between the hours of 7.00am – 6.00pm according to departmental requirements
 Undertake staff rotation between administrative support positions within Critical Care Services
 Attend relevant administrative, departmental meetings and planning sessions.
 Attend relevant education and training sessions as required.
 Must be prepared to participate in an annual performance review process.
 Undertake some out of hours work or work additional days, especially during peak periods or periods of
leave.
 A willingness to transfer to positions of equivalent classification within units governed by the Royal
Adelaide Hospital should the need arise
4.
Statement of Key Outcomes and Associated Activities. (Group into major areas of
responsibility/activity and list in descending order of importance. Continue on next
page).
Maintain accessible, complete and accurate records (medical records and computer records) of patient
details, booking lists and other details by:
 requesting, correcting, adding to and updating identification, demographic, social, financial (insurance)
and location data on the computer, in the casenotes and in ward documents as required by the hospital;
 arranging and recording patient movements, transfers and discharges (planned and completed);
 checking and updating bedstate and bed census details;
 filing reports in casenotes, replacing casenote covers and creating new casenotes or new volumes as
necessary;
 redirecting documents which cannot be filed in the ward so that they can be included in the casenotes as
soon as possible;
 culling inactive documentation from the files and ward records on a regular basis;
 liaising with clerks in the Admissions Centre and Accident and Emergency, and other appropriate areas
to ensure that all patient information is complete and current;
 recording casenote movements and maintaining other records;
 adhering to procedures regarding the security of the medical record whilst held in the ward.
 providing statistics as required;
Assist in the management of patient admissions and discharges by:
 organising placement of patients in liaison with the ICU Co-ordinator, Nurse Managers and other Ward
Clerks within the service seeking to admit patients to the wards;
 attending to the election (admitting process) process by liaising with the patient and/or relatives to
ensure that appropriate documentation has been completed for those patients who have not been
formally admitted
 liaising with clinical staff in preparing documentation for patient discharge and recording discharges;
 liaising with the Security Service for retrieval of patient’s personal effects and with the Transport Office
to home or to other agencies;
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4.
Statement of Key Outcomes and Associated Activities. (Group into major areas of
responsibility/activity and list in descending order of importance. Continue on next
page). Continued
Assist in the provision of general and clinical care to patients by:
 providing a front-line reception service to the department;
 directing visitors/relatives;
 maintaining good public relations
 providing appropriate support to patients, relatives and visitors;
 attending to, screening and appropriately directing telephone calls;
 attending to the Retrieval phone and ensuring calls are forwarded appropriately;
 ensuring that enquiries regarding patient welfare are dealt with promptly by directing enquiries to
relevant nursing or medical staff;
 providing an essential resource point for all disciplines within the area;
 reporting all equipment failures and ensuring they are dealt with promptly;
 making appointments for treatment or investigations;
 arranging transport to treatment areas;
 requesting and collating casenotes, xrays and other information if it was unavailable on admission;
 explaining information requirements to patients and/or relatives and assisting them in completion of
forms or provision of information such as insurance status and election options;
 liaising with the patient and/or relatives regarding GP information and recording this information on the
Patient information system.
 maintaining prompt, courteous and accurate communications with other clerks and with a variety of
health professionals;
Assist in the provision of quality improvement by taking part in quality control reviews through Equip and
improvement programs such as:
 maintaining a strong customer focus.
 ensuring a comittment to continuous improvement.
 operating under the Code of Conduct for SA Public Sector Employees and CNAHS/RAH Corporate
Policies, including CNAHS/RAH Confidentiality Code of Conduct.
 regularly reviewing and keeping abreast of all administrative and policy changes.
 taking action in preventing and correcting errors whenever possible.
 developing, maintaining and updating administrative procedures as required.
 attending and participating in meetings and training workshops.
 participating in staff appraisal and staff development activities.
 assisting in the resolution of conflicts/difficulties encountered during the course of duty and report any
major conflicts/difficulties to the Roster Manager/Team Leader.
 providing timely negotiation of leave and notification of sick leave with the Roster Manager/Team
Leader.
 carrying out routine cleaning and care of office equipment.
Assist the Roster Manager/Team Leader by:
 providing feedback to the Team Leader in relation to workloads, administrative improvements and other
issues related to the achievement of administrative outcomes;
 assist in the training and development of new and existing staff by demonstrating procedures and
providing support as required;
 attending to the Senior Administrative Assistant's responsibilities in the incumbent's absence;
 in order for the Department to administer its services.
To contribute toward the provision of a safe and healthy work environment for self and others by:
 Reporting all accidents, incidents and near misses;
 Complying with reasonable instructions or procedures aimed at protecting the health and safety of
themselves and others; and
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 Carrying out responsibilities as detailed in occupational health, safety and injury management policies
and procedures.
Contribute to the maintenance of a healthy, safe and equitable working environment by maintaining a
knowledge of and adhering to the principles and standards of Legislation which ensures all employees in
the workplace are treated in a fair and equitable manner.
As required, achieve other outcomes commensurate with this classification.
Acknowledged by Occupant............................................................... ........./........./.........
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PERSON SPECIFICATION
ESSENTIAL MINIMUM REQUIREMENTS
EDUCATION:
PERSONAL ABILITIES/APTITUDE/SKILLS:
 Accurate numeracy, filing and literacy skills.
 Possess the desire, initiative and ability to apply procedures in a practical manner and work under
supervision.
 Proven ability to work independently and be resourceful.
 Proven ability to work under pressure and to produce work of a high standard.
 Proven ability to assess, plan, implement and evaluate multiple workloads and prioritise to meet
deadlines.
 Ability to readily assimilate new information and procedures and react positively in implementing
changes.
 Ability to take accurate messages and deliver these in a timely manner.
 Ability to communicate effectively with both internal and external clients.
 Proven ability to demonstrate team behaviours and participate in decision making.
 Proven ability to problem solve and make suggestions with limited assistance.
EXPERIENCE:
 Experience in data entry and using computerised administrative systems.
 Experience in carrying out a range of administrative duties.
 Experience in working in areas where confidentiality must be applied and maintained.
KNOWLEDGE:
 Understanding and commitment to Equal Opportunity and Occupational Health Safety and Welfare
policies and Legislation.
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PERSON SPECIFICATION
DESIRABLE REQUIREMENTS
EDUCATION:
 Completion of, or working towards, relevant courses for development and personal growth.
PERSONAL ABILITIES/APTITUDE/SKILLS:
 Ability to use computerised information systems.
 Ability to handle difficult situations with confidence.
EXPERIENCE:
 Previous administrative and/or reception experience.
 Previous experience working in a hospital environment and/or with hospital computerised systems
 Previous Ward Clerk experience.
KNOWLEDGE:
 Knowledge of general office procedures.
 Knowledge of hospital policies and procedures.
 Knowledge of the inter-relationship of hospital departments.
 Knowledge of medical terminology.
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