Clerical Officer

NHS; Bolton; On-site; GBP 20,000 - 25,000; Full time

Job summary

Join the NHS as an Administrator in the Dietetic Department where you will support dietitians by managing administrative tasks and ensuring excellent communication and service delivery. The role demands strong IT and organizational skills to facilitate patient care.

Benefits

Excellent training opportunities

Friendly working environment

Commitment to staff wellbeing

Qualifications

• Experience in office administration, preferably in a medical setting.
• Proven ability to use office equipment and software (Word, Excel).
• Ability to handle communication with diverse populations.

Responsibilities

• Provide comprehensive administrative support to the dietetic service.
• Manage outpatient appointment bookings and patient correspondence.
• Ensure timely submission of reports and maintain accurate patient records.

Skills

Communication

Time Management

IT Skills

Teamwork

Education

GCSE level Maths and English

ECDL

Tools

Microsoft Office

Patient Management Systems

Job description

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.

About us

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

Job 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 Trusts 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

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.