Clerical Officer

Transformationunitgm; Bolton; On-site; GBP 25,000; Full time

Job summary

A leading NHS Trust in Bolton seeks a Clerical Officer to join the Dietetic Department for a fixed-term role. The successful candidate will provide essential administrative support, manage appointment bookings, and ensure high-quality service delivery. Opportunities for training and development are available as part of this rewarding position.

Benefits

Excellent opportunities for further training and development

Valued staff and a positive working environment

Qualifications

• Capable of using office equipment such as computers and photocopiers.
• Experience working in an office environment, particularly in a medical setting.
• Ability to communicate effectively with diverse patients.

Responsibilities

• Provide vital administrative support to the dietetic team.
• Manage booking of outpatient appointments and deal with queries.
• Type patient reports and clinic letters for dietetic clinicians.

Skills

Communication

Organisational Skills

IT Proficiency

Teamwork

Time Management

Education

GCSE level or equivalent in Maths and English

ECDL

Tools

Microsoft Office

iPMS

Job description

Main area Administration Grade NHS AfC: Band 2 Contract Fixed term: 12 months (N/A) Hours Full time - 37.5 hours per week (Full and Part Time) Job ref 241-310-IC-25

Employer Bolton NHS Foundation Trust Employer type NHS Site Lever Chambers Centre for Health Town Bolton Salary £24,169 per annum Salary period Yearly Closing 30/06/2025 23:59

Clerical Officer

NHS AfC: Band 2

Job overview

Fixed Term - 12 months

1 x 37.5 hours and 1 x 27 hours

The successful candidate will be an integral part of the Dietetic Department at Bolton Foundation Trust reporting to the Principle Service Lead. The post holder will provide vital administrative support for the dietitians and the dietetic management team, supporting a range of functions, including booking of outpatient appointments, dealing with telephone / email enquiries, producing word and excel documents and minute taking.

Using appropriate technologies and equipment, and taking direction and guidance from the Admin Band 3 where appropriate, the post holder will produce work outputs to a high standard of quality that meets the organisations requirements for effective provision of patient care and patient safety, Clinical Governance and Information Governance, and is in line with all policies, procedures and guidelines

Candidates must be highly motivated and able to multi-task in a busy administration office. Excellent communication skills are essential as you will be expected to work with a diverse range of people. Good IT skills and attention to detail are also a must; we aim to deliver a high standard of service to our patients and medical team. The department oversees a high volume workload, so you must be able to demonstrate experience of meeting deadlines. The ability to work effectively as part of a team is essential.

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Main duties of the job

To provide the admin support to the dietetic outpatients clinics

To provide a comprehensive secretarial / administrative support to the dietetic service.

To assist in the day to day running of the dietetic service office.

Working for our organisation

The aims of this Trust are to improve the health of our people and provide the best possible care to the population in which we serve and ensure that our staff have joy and pride in their work. We are striving to recruit a workforce that reflects the communities in which we serve. Staff are valued and we can offer excellent opportunities for further training and development.

As an employer and sponsor licence holder, to be able to provide sponsorship to overseas nationals via the Skilled Worker route we must ensure that we adhere to the sponsorship requirements set by UK Visas and Immigration. After carefully reviewing this role, we do not believe that this position meets the requirements for sponsorship. For details on eligibility criteria for a Skilled Worker visa, please follow this link to the gov.uk website Skilled Worker visa: Overview - GOV.UK ( www.gov.uk

Detailed job description and main responsibilities

To undertake the wide variety of administrative duties which come within the remit of the Dietetic Clerical and Admin role.

To maintain competencies to carry out all the tasks within the team, following standard operational procedures (SOP) and other guidelines to ensure efficient and effective processes are followed at all times.

To work as part of the team to ensure work is completed in a timely manner

To maintain knowledge of detailed clerical procedures and medical terminology gained through training and/or experience

To use various soft-ware packages eg Word Processing, Spreadsheet, Data Base and Power-point to enable a variety of tasks to be undertaken efficiently

To communicate effectively with and gather information from department staff and feedback accurately in order to provide an efficient clerical service.

To type patient reports and clinic letters on behalf of Dietetic clinicians

To prepare and submit timely and accurate reports, memoranda & letters to referring clinicians on the direction of the Dietetic staff.

To agree appropriate appointments with patients/carers and send appointment letters and other relevant information to patients

Raise a hospital number for new patients on the Trust patient information system

To ensure that reports, appointments etc. are sent promptly so that no delay is caused in the patients’ treatment programme

To provide clerical duties for the Principal Service Lead, Team Leaders and Therapists, ensuring that staff confidentiality is maintained

To ensure that all patients, clients, colleagues and visitors attending the department are treated in a courteous and sympathetic manner, whether contact with them is in person or via the telephone

To receive and transmit messages to appropriate staff ensuring accuracy and understanding for the degree of urgency.

To file documents accurately so that they can be easily retrieved – both paper and computer files

To access the Trust’s Patient Based Systems to check, update and input relevant patient information as required

To access appropriate ESR Systems when required.

To operate office technology and equipment e.g. Computer, photocopier,answering machine etc.

To attend relevant training programmes as identified through yearly appraisals.

To continue own personal development in order to meet the needs of the department, retaining evidence of training and knowledge in a CPD portfolio

Person specification

Qualifications

• GCSE level or equivalent Maths and English
• Evidence of CPD
• ECDL

Experience

• Experience of working in an office environment
• Word processing experience
• Experience of effective team working across settings
• Working in an office in a medical setting
• Experience of communicating with members of the public who do not speak English or have other barriers to communication

Skills

• Able to use office equipment e.g. Computer, Answer-machine, photo-copier
• Ability to communicate effectively and flexibly and to adapt communication as required
• Ability to organise, prioritise and to manage time effectively
• Ability to work to tight deadlines
• Ability to cope with distressing or emotional circumstances
• Ability to comprehend and work within the Trust’s policies of data protection, equal opportunities and health and safety to meet service needs
• Ability to establish good working relationships
• Ability to support others, patients and staff
• Negotiation and conflict resolution skill

Knowledge

• Basic medical terminology
• Word processing, Data base and Spreadsheets
• Trust Patient Management Systems (iPMS)
• Data Protection Act
• Microsoft Office including Word, Excel
• Awareness of the Therapy Professions and associated terminology
• Knowledge of recent NHS & Trust developments and their impact on the service

Other

• Clear vision of the role and commitment to the service

The vision of this Trust is to be recognised by the people of Bolton and beyond as an excellent provider of health and care services and a great place to work. We are striving to attract, recruit and retain high calibre skilled staff which reflect our communities. We are an inclusive employer who trains and develops our staff in a positive learning environment.

We thrive on cultivating cultural architecture, if you have the right skills, attitudes and behaviours, in line with our Trust values, we welcome and appreciate the diversity you bring to our organisation.

We offer a wide range of staff benefits please click on the link below to see what current benefits we have.

From time to time we may need to close a vacancy early when in receipt of a sufficient number of applications. If you are interested in this post and wish to be considered, we strongly advise you to complete and submit your application as soon as possible.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.