Clerical Officer

Buckinghamshire Healthcare NHS Trust; Aylesbury; On-site; GBP 20,000 - 30,000; Part time

Job summary

Join a forward-thinking healthcare provider dedicated to delivering outstanding patient care and support. This role involves arranging and booking appointments while ensuring patient needs are prioritized. You will work collaboratively within a dynamic team, providing essential clerical support to the Radiology Department. The organization values diversity and offers flexible working options, generous leave entitlements, and a commitment to employee well-being. If you are passionate about making a difference in healthcare and enjoy working in a supportive environment, this opportunity is perfect for you.

Benefits

Learning and development opportunities

Flexible working opportunities

Generous annual leave entitlement

Pension scheme

Access to NHS discount schemes

Health and wellbeing services

Qualifications

• Experience in a secretarial/administration role, preferably within the NHS.
• Excellent customer service skills dealing with patients in a busy environment.

Responsibilities

• Arrange and book appointments considering patient needs and preferences.
• Provide clerical support within the Radiology Department and assist service users.

Skills

Good written & verbal communication skills

Organizational skills

Ability to work as part of a team

Calm and professional demeanor

Attention to detail

Education

GCSE level or equivalent

Customer Service NVQ level 2 or equivalent experience

Tools

Microsoft Office (Word, Excel, Outlook)

Computerised appointment systems

Job description

Buckinghamshire Healthcare NHS Trust (BHT) is an integrated provider of acute hospital and community services for people living in Buckinghamshire and the surrounding area.

We care for over half a million patients every year:

• Provide specialist spinal services at our world renowned National Spinal Injuries Centre at Stoke Mandeville Hospital, the birthplace of the Paralympics.
• Nationally recognised for urology and skin cancer services.
• Regional specialist centre for burns, plastic surgery, dermatology, stroke, and cardiac services.
• Deliver community services in health centres, schools, patients’ own homes, community hospitals, and community hubs.

More than 6,500 people from different nations, cultures, and backgrounds work for us.

We would be happy to discuss possible flexible working options. We strive to be a family-friendly, inclusive employer.

If you require any assistance in making this application, please contact [e-mail] or phone [phone].

We pride ourselves in being a great place to work – and invite you to join our BHT family.

Job overview

To arrange and book all appointments ensuring that prioritisation, patient choice, individual circumstances, and waiting list initiatives are taken into account.
To ensure that patients receive an appropriately timed appointment e.g. diabetics where nil by mouth is required or ladies where a monthly cycle has to be calculated.
To print appropriate appointment and preparation letters.
To send out appointment letters including correct patient preparation.
To confirm appointments with ward staff by telephone.
To confirm mode of transport with ward staff.
To arrange transport if required with ambulance service or the GP practice.
To inform referrer and patient by letter of ‘did not attend’ appointments as per Trust policy.
To inform referrer and patient by letter of cancelled appointments as per Trust policy.
To highlight any changes in demand for specific modalities.
To highlight changes in capacity for specific modalities.

Main duties of the job

To work as part of a team providing an effective and efficient Clerical Support Service both within the Radiology Department and to its key service users within and outside the Trust.

The post holder will be required to work on a range of different clerical and support tasks on a rotational basis including reception, the telephone help desk, and electronic appointment booking. Monday-Friday x2 days per week 7.5hrs per day.

What does Buckinghamshire Healthcare NHS Trust offer you?

• As part of our BHT family, you’ll benefit from learning and development opportunities to support your career progression.
• We offer flexible and agile working opportunities, alongside your NHS benefits of generous annual leave entitlement, pension, and access to NHS discount schemes.
• We provide a range of health and wellbeing services to promote a healthy, happy workforce.

Why work for us?

• We’re committed to promoting inclusion and making sure all colleagues feel they belong. We encourage new colleagues from a diverse range of backgrounds to apply.
• As an employer, we aim to create a workplace where differences are valued and colleagues treat one another with dignity and respect.
• Greater diversity within our BHT family improves positive outcomes for the people and communities we serve.

What do we stand for?

• Our vision is to provide outstanding care, support healthy communities, and be a great place to work.
• Our mission is to provide personal and compassionate care every time.
• Our CARE values are collaborate, aspire, respect, and enable.

Detailed job description and main responsibilities

For a comprehensive list of responsibilities and duties, please kindly refer to the Job Description and Person Specification by downloading the JD and PS attachment in the advert.

Person specification

EDUCATION, QUALIFICATIONS & TRAINING

• Educated to GCSE level or equivalent.
• Customer Service NVQ level 2 or equivalent experience.

EXPERIENCE

• Experience of dealing face to face and over the phone with customers/patients in a busy front line working environment.
• Experience of being in a secretarial/administration role, preferably within the NHS.
• Be able to deal with patients who may be worried or upset in a calm and professional manner.
• Excellent knowledge of Microsoft Office, especially Word, Excel, and Outlook.
• Knowledge of computerised appointment systems (staff required to book appointments).

SKILLS, ABILITIES & KNOWLEDGE

• Good written & verbal communication skills to enable liaison with all staff, patients, relatives, and visitors.
• Organisational skills to enable completion of own workload to meet deadlines within a busy environment.
• Professional but friendly outlook.
• Ability to work as part of a team.
• To be able to cope with pressure and tight deadlines whilst retaining accuracy and attention to detail.
• Knowledge of Data Protection Act and Confidentiality, Health & Safety at Work Act.

PPE requirements: Buckinghamshire Healthcare NHS Trust requires all colleagues to wear appropriate personal protective equipment (PPE) in accordance with our infection prevention and control procedures.

COVID-19 and Flu vaccinations remain the best way to protect yourself, your family, your colleagues, and of course our patients from the viruses when working in our healthcare settings. We encourage our staff to be vaccinated when recommended.

If you are successful at interview, we will require you to complete a Covid-19 risk assessment document.

Application deadline: This post will close on the closing date stated at midnight. If we receive a large number of applications or there is a change in circumstance, we may be required to close a job before the closing date.

Contacting you: We will contact candidates through the email address supplied on their application form. Please make sure you check this regularly.

Application information: If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system.

Shortlisting: The monitoring and safeguarding sections are not made visible to the shortlisting panel. The safeguarding section may be made visible to the interview panel, dependent on the role being recruited into.

Travel expenses: It is Trust policy that travel expenses for interview will not be reimbursed.

Smoking: All Trust sites are NO SMOKING. Smoking in all areas of the buildings and premises is prohibited.

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