Clerical Officer

Leeds Teaching Hospitals; Leeds; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading healthcare provider in Leeds is seeking a highly motivated individual for a full-time role in the Outpatient Admin Team. Responsibilities include managing patient referrals and appointments, providing clerical support, and ensuring effective communication within the team. Ideal candidates will have experience in administrative roles, particularly in healthcare settings, and possess strong customer service and communication skills. This role includes working at multiple hospital sites.

Qualifications

• Experience in administrative and clerical duties, especially within the NHS is desirable.
• Ability to work with diverse groups in a busy office environment.
• Strong customer service ethos with a friendly manner.

Responsibilities

• Process patient referrals and manage appointments.
• Provide a high standard of clerical/reception service.
• Maintain patient databases and documentation.

Skills

Adaptability

Customer care skills

Effective communication skills

Flexibility

Education

5 GCSEs including Maths and English at Grade C or above

Job description

TheAdult Therapies CSU is looking for enthusiastic and highly motivatedindividuals to join our Outpatient Admin Team in a full time role on apermanent basis. If you want to work in a busy office environment as part ofa team that is committed to providing an effective and efficient adminservice to the patients and clinical teams within Adult Therapies Outpatientsthen we want to hear from you.

Thevaried workload requires a flexible approach and the ability to multi-task,whilst maintaining a professional attitude and high standards of customercare.

Thesuccessful applicant would be based at St Jamess University Hospital butalso will be required to work on other hospital sites on a regular basis.

Main duties of the job

MainDuties of the role

Themain duties of the role support the delivery of the Adult TherapiesOutpatient clinics. Processing patient referrals to Adult Therapies, workingon the reception desks in our clinical areas, supporting patients inarranging their appointments, and updating details on the PatientAdministration and other systems will all be key parts of the role (amongstothers). You would be providing a service to our patients face to face,through telephone calls and via email.

About us

The Adult Therapies CSU encompasses a range of services that provide support and therapy to patients in both inpatient and outpatient settings. The Adult Therapies Outpatient Admin Team supports the delivery of outpatient clinics in the region of 80,000 to 90,000 appointments a year - across our Physiotherapy, Occupational Therapy, Speech & Language Therapy, Podiatry and Dietetic services. You would be joining a well-established team of Patient Service Coordinators, Assistant Patient Service Coordinator, Outpatient Supervisors and Clerical Officers in an admin service that is committed to the Leeds Way Values and providing a supportive work environment and opportunities for development for all of its team members.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job responsibilities

Toprovide a high standard of clerical/reception service to patients and thedepartment, adhering to departmental guidelines and policies.

Thepost holder will receive and check documentation, reports, patientinformation, processing appropriately, within departmental guidelines,including entering information on to the appropriate IT system, and retrieveinformation as and when required.

Toprocess patient and other documentation.To be the first point of contact for patients and other visitors tothe department. To provide anadministrative/clerical service to the department/team. To support the delivery of a high standardof service to patients, staff and Trust departments.

PRINCIPALDUTIES & AREAS OF RESPONSIBILITY

Processpatient correspondence/documentation, letters, reports and otherdocumentation.

Togreet patients and visitors to the department, providing an efficient andcourteous service

Check/enterpatient details on the Patient Administration and other Systems.

Preparepatient documentation for processing, including inputting or scanning

Reportand respond to any system faults and errors.

Maintainand update patient/departmental databases, prioritising within departmentalguidelines and escalating unresolved situations/issues to appropriate linemanager

Answergeneral telephone enquiries and requests to retrieve patient and otherdocumentation.

Toensure that requests for information are dealt with in an efficient andtimely manner.

FollowDepartmental/Trust disposal and destruction procedures of confidentialdocumentation, in line with Data Protection Act and Confidentiality.

Collectand deliver patient documentation/reports around Trust when required.

Todeal with telephone and in-person queries from patients and relatives, Truststaff and external agencies.

Torefer queries or concerns regarding patients and other visitors to thedepartment to appropriate senior staff.

Assistingto maintain high standards of care, including:-

- Maintain a safe workingenvironment, reporting incidents, accidents, complaints

- Understand the need to maintain andrespect patient confidentiality

- Participate in in-service training

- Participate in mandatory trainingannually

- Participate in annual performanceappraisal

Visitand/or work at other designated Trust sites as required to ensure continuityof service/patient care.

Generaloffice work and any other duties assigned by the Supervisor/Team Leader orManager, which may include:-

Maintain appropriate/agreed levelsof stock and non-stock items, including stationery

THELEEDS WAY VALUES

Ourvalues are part of what make us different from other trusts, so we see thisas a strength, as well as a responsibility. They have been developed by ourstaff and set out what they see as important to how we work. Our five values are:

Accountable

Empowered

Allour actions and endeavours will be guided and evaluated through these values

Additionally,the following are core values which relate specifically to this post:

Thejobholder will place a high value on the quality of service by ensuring thatall patient documentation is received and checked, and processedappropriately, in line with departmental procedures

Respectthe contribution of all members within the team/department and the importanceof working together to ensure a high standard of patient care

Commitmentto contributing to a quality service in an efficient and effective manner,implementing agreed improvements to reflect services needs/changes.

Recognisesthe importance of Data Protection and confidentiality

Beaware of what information can be disclosed to staff, patients and otheragencies

Haveunderstanding of Health and Safety rules and individual responsibilities inrelation to acts and omissions

Havea logical and problem-solving approach to issues that arise

Integrity,openness and honesty

Ableto work across both Trust main sites

COMMUNICATION& WORKING RELATIONSHIPS

The need for excellent customercare skills

Good standard of written and spokenEnglish

Be aware of, and demonstratecommitment to the Trusts departmental policies and procedures

Maintaining a safe environment andtheir responsibilities in relation to acts and omissions

Person Specification

Skills & behaviours

• Adaptable
• Flexible approach to duties and working practices
• Customer care skills
• Friendly manner
• Effective written and verbal communication skills

Experience

• Insight into duties and responsibilities of post
• Previous admin and clerical experience (within NHS especially desirable)
• Previous experience of working with the general public in a working environment

Qualifications

• Literate / Numerate
• 5 GCSEs (including Maths and English) at Grade C or above, or equivalent

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.