S:/HR/Position Descriptions/Master File/General Nursing Wards/Ward Clerk Generic 18/02/2011 1

POSITION DESCRIPTION


POSITION TITLE: Ward Clerk
DEPARTMENT: General Nursing - Wards
CLASSIFICATION: Level 2/3
AWARD/AGREEMENT:
Mercy Hospital Mount Lawley Health Services Union
(HSU) Enterprise Agreement
REPORTS TO: Clinical Nurse Manager

APPROVED/REVIEWED

(Signed)____________________________ Date ____________________


Organisational Mission and Values

Mercy Hospital is committed to employing a caring and dedicated team of employees who provide services
that enhance the quality of life in the community. Staff are called to behave in such a way that upholds the
Mercy Mission and demonstrates the Values of Compassion, Justice, Respect, Integrity and Excellence and
to work co-operatively and collaboratively in the Hospitals ministry of healing and health care.

A commitment to the Mission and Values of the Hospital is reflected in the attitudes, behaviour and actions
of staff, process of decision making, Mercy policy and procedures, the quality and nature of Mercy
services, provision of staff development programs, implementation of tasks and in the way people are
related to and cared for, particularly Staff and patients.

Every person working in Mercy is required to behave at all times in a way which upholds the Mercy
Values. Further information regarding the expectations of employees with regards to Values-Based
Behaviour is contained in the Mercy Code of Conduct.


Position Summary

Responsible for all clerical and receptionist activities in the area of responsibility.


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Key Responsibilities

Mission and Values
Act, behave and make decisions that are consistent with the Mission and Values of Mercy.
Promote the integration of Mission with operational management.
Be honest, open and accountable.
Uphold Mercy policy and procedures.

Ward Clerk Responsibilities
Responsible for all clerical and receptionist activities in the area of responsibility.
Initiates and maintains effective communication lines and teamwork/collaboration within the Wards
and the Hospital generally.
Prepares all Medical Record requirements for all admissions, discharges and transfers of patients to
other Wards/Agencies.
Receives, admit and discharge patients from Ward.
Maintains and ensures all patients Medical Records including test results are filed in accordance with
the Medical Records Polices and Procedures.
Ensures the inpatient census in up-to-date by notifying the Admissions Office of all admissions,
discharges and transfers.
Maintains adequate stock levels of stationery and Medical Record stores.
Ensures appropriate number of handover sheets are available for Nursing Staff and Medical
Practitioners.
Maintains and updates patient details on Nursing Station whiteboard.
Liaises with Radiology, Pathology, Physiotherapy and outside Agencies to arrange patient
appointments as required.
Escorts patient admissions and discharges between Reception and the Ward.
Orientates all new patients to the Ward and the room layout and facilities.
Report faults and malfunctions to the Engineer and maintains appropriate logs as required.
Distributes to patients their mail, flowers and messages.
Liaises with the Laundry regarding patients own laundry requirements as required.
Promotes and supports the Mercy Hospital Operational Strategic and Quality Plans.
Promotes and supports Occupational Safety and Health Policies, Procedures and Principles.
Adheres to all Mercy Hospital Policy and Procedures as are current or amended in the future.
Promotes a customer-focused culture.
Carries out other tasks/duties within level of competence as directed by the Clinical Nurse Managers
and/or Assistant Director of Nursing Wards.
Performs other duties as requested by Clinical Nurse Manager.
Takes patients valuables to Hospital Safe as per Hospital Policy.
Relieves in Switchboard or Family Birthing Unit as required.
Participates in Departmental Quality Circle meetings and contributes in quality improvement
processes.
Records and types the minutes of the Ward Quality Circle Meeting and distribute.
Responsible for observing and implementing workplace safety and security practices and processes in
the course of undertaking the role.
Identifies risks and hazards and reports promptly to ensure that safety measures are maintained.

Quality Improvement/Risk Management/Occupational Safety and Health
Participates in the Operational Plan, EQuIP Accreditation, Quality Improvement and Risk
Management process.
Participates in formulating appropriate safety, security and risk management strategies in the
workplace for the protection and well being of staff and patients.
Implements risk management and preventative measures whilst undertaking their role.
Follows workplace procedures for hazard identification and risk control.
Contributes to ensuring Occupational Safety and Health in the workplace.
Participates in, contribute to, and implement quality improvement ideas and principles.
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Strive for the best possible outcomes on behalf of Mercy and its clients.
Responsibly utilise resources

Team Participation
Participate as a valued team member promoting and contributing to a supportive team
environment.
Build relationships foundered on trust and respect for every person.


Selection Criteria

Ability to uphold and promote the Mission and Values of the Organisation.
Demonstrated knowledge and experience in the following:
- Previous clerical experience in a healthcare at Ward level.
- Sound written and oral communication and interpersonal skills.
- Sound organisational skills, including general reception skills.
- Computer literacy including Microsoft Word, Excel and Email.
Commitment to Total Quality Improvement processes.
Knowledge of Medical Terminology.
Ability to work harmoniously within a team and individually.
Excellent customer focused, communication and telephone skills.


Performance Review

All new employment agreements at Mercy Hospital are subject to a three (3) month Probationary Period.
Upon completion of this period, permanency of the appointment shall be assessed using the Mercy
Hospital Performance Management and Review Tool. Thereafter all employees are required to participate
in the annual Performance Review process.



ACKNOWLEDGEMENT OF STAFF MEMBER

I (Staff Members name) have read, understand and agree
to work within the above position description.


Staff Members signature Dated.


Date Compiled: 30.7.2001
Date Revised: 31.3.2003
Date Revised: 12.7.2005
Date Revised: 28.06.2006
Date Revised: 9.08.2007