Aneurin Bevan Health Board

Ward Clerk Supervisor

Job Description
Post:

Ward Clerk

Band:

Band 2

Base:

Elderly Frailty Unit, Royal Gwent Hospital

Responsible to:

Nurse Manager, EFU. Ward Clerk Supervisor

Ultimately Responsible to:

Nurse Manager, MAU

Job Purpose:

To assist in ensuring the provision of a high quality and costeffective ward clerk service within EFU.
The ward clerk Supervisor will be responsible for the day-today supervision and smooth efficient running of specific
functions within the Medical Assessment Unit i.e. Library
Services (including prepping/ scanning). To provide support
to both staff and managers as required.

Job Details:
1. To be responsible for the day to day supervision of specific functions, ensuring an
efficient and effective service is provided to users.
2. To promote good staff communication.
3. Ensure all agreed Health Records Standards and procedures are adhered to at all
times.
4. To ensure the clerical staff work as part of the overall Health Records team by keeping
them informed of decisions and protocols within the department.
5. To organise and collate statistics on the prepping/scanning of records including the QA
process.
6. Provide advice and guidance to staff on disclosure of information in accordance with
current legislation.
7. To be involved in and supervise the introduction of new computer modules and
systems as required.

8. Responsible for the quality of data entry, ensuring accurate and complete information
is recorded for all patients on relevant data base i.e. PAS, CWS & A/E.

9. Undertake regular audits for own area.

10. Actively promote the importance of data quality throughout the organisation.
11. Liaise with Data Quality Department concerning any issues with PAS / CWS / A&E as
appropriate.

12. To ensure the Helpdesk in the Scanning Department provides clear instructions and
resolution to problems identified with scanned records or access to the record.

13. To attend departmental meetings.

14. To bring to the attention of the nurse manager any problems relating to the smooth
running of the department.

15. To order and maintain the stationary requirements of the department.

16. To manage processes and systems in accordance with Health Records standards
and financial procedures in own area.

17. Flexible to the needs of the Service in order to ensure smooth running of the
department

18. To maintain good communication with other staff, managers, wards, departments and
the general public

19. Actively participate in the duties of the department as required

20. Deal with requests in accordance with the Data Protection Act
21. Staff will be required to be flexible and rotate on similar roles within the Health
Records Department.

22. Staff are expected to work evenings, weekends and Bank Holidays as required by
the service.
Notes:
This job description is intended to identify key responsibilities only. Specific objectives will be
agreed annually with the Health Records Officer. This job description is current as at the date
shown below. In consultation with you it is liable to variation by the nurse manager to reflect
or anticipate changes in or to the job.
Individuals employed within the Health Board are responsible for any records they create,
use, handle or dispose of and disclose. This responsibility is established at, and defined by
law.
All employees working for or within the Health Board who records, handle, store or otherwise
comes across information have a personal common-law duty of confidence. The Data
Protection Act 1998 now places statutory restrictions on the use of personal information,
including health information. All staff need to acknowledge the importance of health records
(or part of) and their personal responsibilities. Its security is of prime importance and serious
consequences can result should a record go missing. Any disclosure of such information
without permission is a disciplinary offence and may result in dismissal.
JR/DR April 2012, ammended December 2015

Aneurin Bevan Health Board

PERSON SPECIFICATION
Ward Clerk

Education/Qualifications

Skills/Abilities

Experience

Knowledge

Personal Attributes

Good standard of education

Evidence of continuous
professional development
Computer literate with good
understanding of Myrddin and
CWS systems
Knowledge of Health Records
Systems and processes
Foundation Certificate of the
Institute of Health Record &
Information Management
Good communication skills
Ability to work effectively with
clinicians
Ability to influence and
persuade others
Ability to manage difficult
situations under pressure
Ability to develop good and
effective employee relations
Effective planning and
prioritising skills
Ability to use initiative and meet
deadlines
Ability to maintain concentration
with frequent interruptions from
both staff and users of the
service
Ability to speak Welsh
Experienced PAS user
Experience with CWS
Experience of dealing with all
levels of staff and the public
Detailed knowledge of PAS
Knowledge of CWS
Understanding of Health Board
policies and procedures
including HR
Knowledge of WAG guidelines
Approachable and sympathetic
to staff needs
Flexible to the needs of the
service
Ability to work and problem
solve under pressure whilst
achieving targets
Demonstrate a commitment to
achieving high quality standards
of work
Accurate and methodical in all
aspects of work

Essentia
l
E
E

Desirable

E
D
D
D

E
E
E
E
E
E
E
E
E
D
D
D
D

D
D
D
D
E
E
E
E
E