Clerical Officer

NHS; Manchester; On-site; GBP 20,000 - 30,000; Full time

Job description

The Radiology Department at The Christie NHS Foundation Trust are looking to recruit an enthusiastic, self-motivated, and approachable individual to work within our busy, friendly team.

The role involves providing reception and other clerical support within a team based in the Department of Radiology, rotating through MR, CT, X-ray, Ultrasound and PACS (Picture Archiving and Communication System) departments.

The successful candidate should have knowledge of IT with good organisational and communication skills, be enthusiastic and committed to helping deliver a high-quality service. The candidate should be hard-working and capable of working on their own initiative as well as enjoy working as part of the team to maintain a high standard of service.

Main duties of the job

The post holder will provide clerical support within specified areas of the Radiology department which includes CT, MRI, X-ray, Ultrasound and PACS (Picture Archiving and Communication System) services on a rotational basis.

1. To ensure that patients are accurately registered on the radiology computer system and that all required information is available for their attendance.
2. To undertake computerised booking and scheduling of appointments; determining that resource requirements are available for the appointment type; that patient preparation criteria are checked, and patient instructions are distributed to patients along with the appointment letter.
3. To provide importing and exporting of radiology imaging using the PACS and other associated systems.
4. To undertake a variety of clerical duties required in a demanding and challenging department.

About us

The Christie is a renowned centre of excellence and is the Northwest Regional Radiotherapy and Oncology Centre. We are proud of our 100-year history and excellent reputation, and we strive to invest in and develop our staff so we can continue to provide the highest quality care and treatment.

The Radiology department sees over 50,000 patients each year. The services we provide comprise general radiology, CT scanning, MRI scanning, ultrasound, interventional radiology, and nuclear medicine including PET-CT.

The Radiology Team includes radiologists, radiographers, radiographic aides, clerical officers, and other administrative staff who work together and support each other to provide a high-quality service for our patients.

Job responsibilities

• Responsible for scheduling and booking appointments using the Radiology Information System and distribution of Radiology examination literature to patients, ensuring any previous examinations are retrieved and ready for the radiographers prior to the appointment.
• Responsible for receiving patients at reception, informing appropriate staff of their arrival and dealing with any concerns the patient might have.
• Responsible for direct booking of appointments negotiation of future appointments with the patient on a face-to-face basis using the electronic diary.
• Responsible for ensuring patient appointments are given within agreed target times and following agreed escalation policies when appropriate.
• Responsible for the receipt of requests through both the electronic Order Comms system and paper requests. Constant review and update of the Order Comms system is required for incoming messages regarding requests.
• Responsible for obtaining up-to-date test results, arranging admission and cytology services where necessary for patients attending for some ultrasound and X-ray intervention procedures.
• Responsible for importing and exporting images to and from PACS using the Trusts intranet based request form and e-mail systems to record this activity.
• Responsible for importing and exporting images to and from PACS using the national Burnbank Image Exchange Portal (IEP); and logging details of the import and export onto the Trusts intranet based requesting system.
• Responsible for downloading and encrypting patient data onto CDs from PACS for legal purposes and for sending to other Trusts that are not electronically linked.
• Retrieval of images/reports for research and teaching purposes, which are undertaken by the consultant radiologists, specialist registrars and medical students within the department, ensuring that these are tracked appropriately to a specific location, if needed.
• Uploading and downloading images on to PACS from CDs and IEP and digitising hard copy films so that the radiologists can access the images through PACS for reporting.
• Obtain case notes, images and reports for radiologists within the department for specialist examination reviews.
• Use of MEDWAY and Clinical Web Portal (CWP) patient administration systems as a reference tool.
• Answer telephone enquiries, both internal and external, from members of staff of all levels, departments, patients/relatives and other hospitals, referring them to a manager only when necessary.
• To maintain and improve communication links between Radiology and other departments throughout the Trust.
• Liaise with other staff in and outside the department to ensure all information is available for daily multidisciplinary (MDT) meetings.
• Contribute to the training of new members of staff within the department, as required.
• Work with Office Administrator/Secretarial & Clerical Team Leader to review working practices, identify new improved ways of working and find solutions to problems.
• To monitor and maintain appropriate levels of stationery as and when necessary.
• Undertake any other duties commensurate with the post, within reason, when called upon by the Office Administrator, Secretarial & Clerical Team Leader and Principal Radiographers, to assist in maintaining a high standard of service, following appropriate training.
• To participate in the Trusts mandatory training.

Person Specification

Qualifications

• A comprehensive secondary education.
• Keyboard qualifications.

Experience

• A variety of experience working in an administrative role.
• Experience of reception duties.
• Previous experience working in a radiology or NHS department.
• Knowledge of a patient administration system.
• Experience of appointment scheduling.

Skills

• Good interpersonal skills.
• Communication skills to be able to communicate with all Trust staff and patients.
• Good organisational skills.
• Experience of data inputting.
• Ability to prioritise own workload.

Knowledge

• Good understanding of IT systems generally.
• Must be literate and numerate.
• Knowledge of a hospital environment.

Values

• Ability to demonstrate the organisational values and behaviours.

Other

• Ability to work under pressure.
• Ability to use own initiative.
• Ability to work within a team.
• Reliability.
• Ability to be flexible in work.

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.