Clerical Officer

EAST LANCASHIRE HOSPITALS NHS TRUST; Lancashire; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare provider in Lancashire is seeking an Administrative Support professional. The role involves providing clerical and administrative support, managing communications, and maintaining confidentiality. Candidates should have GCSEs in English and Maths, a level 2 NVQ, and prior experience in administration, preferably within the NHS. The environment is dynamic, requiring effective communication and organizational skills, with the ability to adapt to changes and work flexibly, including night and weekend shifts.

Qualifications

• Prior telephone experience is essential.
• Experience of dealing with confidential information.
• Significant administration experience.

Responsibilities

• Provide full clerical/secretarial support including correspondence.
• Manage routine correspondence from internal and external sources.
• Assist in maintaining filing systems and updating training records.

Skills

Communication skills

Organisational skills

Team worker

Flexibility

Typing skills

Education

GCSE English and Maths, grade C or above or equivalent

NVQ level 2 or equivalent qualification/experience

Tools

Microsoft Office packages

Job description

Overview

The post holder will be responsible for providing confidential, accurate and efficient clerical and administrative support under the supervision of the Assistant to the Deputy General Administration Manager.

Responsibilities

• Support all services allied to Telecommunication requirements
• Maintain the confidentiality of the working environment
• Maintain systems that assist and support service users in the performance of their duties
• Ability to work flexibly with other admin colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources
• Assist in the implementation of any database in use including inputting and extracting data in line with departmental/Trust/national procedures
• Maintain filing systems as agreed with the line manager and in line with Trust policies
• Assist in providing full clerical/secretarial support including typing of letters, memos, note taking and other routine correspondence, which involves working to tight timescales and deadlines. Taking and making telephone calls, dealing with enquiries, photocopying and filing
• The post holder will be guided by the Assistant to the Deputy General Administration Manager but is expected to have a degree of autonomy working to SOPs and LOPs and agreed good practice
• Updating training records
• Deal with routine correspondence from both internal and external sources
• Receive and action tasks from the administration mailbox
• Any other duties which may be required by the manager appropriate to the band
• Working with colleagues in the team on the development of current and new services and other initiatives
• To meet the needs of the organisation you may also be required to provide cover in other areas following appropriate discussion
• Communicate effectively with other team members and service users
• Liaise with internal departments, outside agencies, ensuring that all enquiries are dealt with effectively
• Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media
• Participate in regular team updates e.g. team brief, team engagement sessions and regular 121 meetings
• Provide cover for colleagues during their absence
• Enthusiastic, motivated person who is prepared to work to a shift pattern that includes bank holidays, evenings, nights and weekends. Lone working is an integral part of the job and at times will include working overnight from 9pm to 8am
• Demonstrate flexibility to change shift or provide cover at short notice to meet department needs. Communicate effectively with team members, service users, internal departments and outside agencies to ensure enquiries and urgent matters are handled politely and efficiently in accordance with the Data Protection Act. Prior telephone experience and the ability to work in a team or unsupervised are essential. Knowledge of Windows-based applications is essential.

Qualifications

• GCSE English and Maths, grade C or above or grade 9-4 or equivalent qualification in English and Maths
• NVQ 2 or equivalent qualification/experience

Desirable criteria

• ECDL or equivalent qualification, Customer care experience
• Significant administration experience
• Basic computer experience
• Previous NHS admin/office experience
• Significant experience in note-taking
• Experience in dealing with confidential information, Experience of Microsoft Office packages
• Good typing skills
• Communication skills
• Liaison skills
• Organisational skills
• Prioritise workloads, Flexible
• Team worker
• Adapt to change
• Clear verbal communications
• Professional approach to work, in attitude, work ethic and dress code
• Self disciplined and motivated

About the Trust / One LSC

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work. One LSC is a new collaborative partnership shared service formed by the five NHS Trusts serving the Lancashire and South Cumbria population of 1.8 million people. One LSC stands for "One Lancashire and South Cumbria" and reflects the system ambition to have one team serving Lancashire and South Cumbria in a joined-up way. It is jointly run by the five Trusts as a collaborative partnership. The Trusts that make up One LSC are: Blackpool Teaching Hospitals NHS Foundation Trust, East Lancashire Hospitals NHS Trust, Lancashire and South Cumbria NHS Foundation Trust, Lancashire Teaching Hospitals NHS Foundation Trust, University Hospitals of Morecambe Bay NHS Foundation Trust. One LSC brings together Digital, Data and Technology, Estates and Facilities, Finance, People Services and Procurement and Logistics from each Trust to create one central community of professionals. The aim is to deliver value for money and better services for our partner organisations and the communities they serve. The Trust is an equal opportunities employer and operates a Zero Tolerance policy to aggression, violence, bullying and harassment. We welcome applications from everyone regardless of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background, with emphasis on inviting applications from BAME communities due to identified under-representation. Appointments will be made on merit. The recruitment process may include DBS checks where applicable, and reasonable adjustments can be provided during recruitment. DBS costs may be recovered from salary where applicable. The service may transfer to OneLSC on 1.11.24. Weekend, bank holiday, unsociable and night allowances are extra to the basic salary. Training is provided. Please note, this role is being advertised by East Lancashire Hospitals Trust but will transfer to OneLSC a Corporate Collaboration hosted by East Lancashire Hospitals Trust on 1.11.24. There are no plans to change the location of the role. If you require adjustments to participate in the recruitment process, please contact the recruitment team. Disclosure and Barring Service (DBS) checks, infection control requirements and other Trust policies apply as applicable to the role.