Clerical Officer

NHS; Tees Valley; On-site; GBP 40,000 - 60,000; Part time

Job summary

A healthcare organization in the UK is seeking a part-time clerical support officer to assist with the efficient handling of patient data and appointment systems. This position, based in the University Hospital of Hartlepool, requires good knowledge of Microsoft Office and the ability to manage incoming communications. The role offers opportunities for personal and professional development, fostering a supportive work environment. Candidates must have NVQ qualifications in Business Administration and Customer Service, as well as thrive under pressure.

Benefits

Health and wellbeing initiatives

Support for professional development

Recognition and awards programs

Qualifications

• Experience with appointment and information systems.
• Good literacy and numeric skills.
• Ability to type and process documents.

Responsibilities

• Manage incoming and outgoing calls efficiently.
• Ensure patient data and appointment systems are maintained.
• Support the administration of clinical records and documents.

Skills

Microsoft Office knowledge

Excellent communication

Ability to work under pressure

Teamwork skills

Education

NVQ Business Administration Level 2

NVQ Customer Service Level 2

GCSE in English Language level C

Tools

Microsoft Word

Microsoft Excel

Telephony systems

Job description

Job Summary

Advert will close early once sufficient volume of applications is reached.

Previous applicant need not apply.

Reporting to the SPA Office 등장 Mr, the post holder will assist in providing an efficient, effective and comprehensive clerical support service for the District Nursing Primary Care Networks (PCN's), Specialist Nursing and Therapy Services and Health Centres managed by the Single Point of Access, based in the University Hospital of Hartlepool.

Work on a rostered shift pattern, covering 365 days a year, 24 hours a day, inclusive of bank holidays.

Provide effective and efficient use and co‑ordination of patient data/appointment systems.

Processing of new referrals into the SPA patient appointment system.

Good working knowledge of Microsoft Office Packages, IT and email systems.

Act as a telephone operator, answering incoming calls and making outgoing calls.

Work on own initiative and as part of a team, under the supervision of a Team Lead/Officers and leadership by the Service Leads.

About Us

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

We support staff through providing an inclusive and supportive workplace with health and wellbeing initiatives, staff benefits and opportunities for personal and professional development. Staff recognition and performance reviews will be carried out and staff will be recognized through various awards and appreciation schemes.

We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

We recruit for values and "Together we are North Tees & Hartlepool".

Details

Date posted: 14 January 2026

Pay scheme: Agenda for change

Band: Band 2

Salary: £24,465 a year (pro rata per annum)

Contract: Permanent

Working pattern: Part‑time

Reference number: 345-WOM7596085-A

Job location: University Hospital of Hartlepool, Holdforth Road, Hartlepool, TS24 9AH

Job Responsibilities

• Ensure that all administration requirements are carried out to a high standard of quality, meeting departmental and organisational requirements, procedures and policies.
• Maintain an efficient office management system and procedures to enable the department and clinical team to optimise patient care, ensuring data entered into the systems is accurate, complete and up‑to‐date, identifying issues and acting accordingly.
• Receive incoming calls and make outgoing calls, communicating with patients and health professionals as required or determined by service needs; provide factual, non‑clinical information to patients over the telephone and face‑to‑face.
• Provide effective and efficient use and co‑ordination of patient data and appointment systems.
• Process new referrals (urgent and routine) into the patient record for the requested service, complying with service KPI requirements, processes and policies.
• Responsible for sending out appointments and journal entries to relevant patients and health professionals in a timely manner following service processes.
• Print clinical request forms for collection by clinical staff each morning in a timely manner, to meet departmental and organisational requirements.
• Prepare patient files and service records for archiving, ensuring compliance with Trust archiving and record management policies and procedures.
• Type letters, reports and other correspondence, and input and check data and information into IT systems.
• Retrieve and generate information to assist in the effective organisation of all patients in accordance with local and national policies and targets.
• Perform general office duties including opening and distributing post, good housekeeping, filing, photocopying and monitoring and maintaining geography and stationery supplies.
• Ensure all routine and/or urgent enquiries are effectively actioned within a prompt timescale using service processes and procedures and an accurate record is maintained.
• Support new team members by demonstrating and explaining routine department practices and procedures, undertaking appropriate training and development, and ensuring standards of practice are maintained at all times.
• Provide ad‑hoc switchboard or reception cover and customer service of the highest standard at short notice, to the general public and other service users at the Health Centres within the SPA remit.
• Take responsibility for personal development and education and the development of a Personal Development Plan.
• Be proactive and have a flexible approach as this post requires rotation of staff across locations to ensure effective delivery of services.
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Person Specification – Qualifications (Essential)

• NVQ Business Administration Level 2 or equivalent.
• NVQ Customer Service Level 2.
• GCSE in English Language level C or above.

Person Specification – Qualifications (Desirable)

• Typing or word processing qualification.
• ECDL certification.
• Willingness to train or develop further skills.

Experience (Essential)

• Experience and good working knowledge of information and appointment systems.
• Good working knowledge of Windows‑based computer systems and capacity to use Microsoft Office applications, particularly Word and Excel.
• Experience and good working knowledge of telephony systems.
• Proven experience in delivering a range of administration tasks to a high standard.
• Good understanding of general office procedures.
• Good literacy and numeric skills.
• Experience of delivering objectives within a constantly changing environment.

Experience (Desirable)

• Experience of working in a healthcare environment.
• Experience of working within a multi‑disciplinary team.
• Experience of using audio transcription systems.
• System One or Trakcare knowledge.

Skills and Aptitude ( coils)

• Ability to work in a fast paced and demanding environment.
• Demonstrate willingness to contribute to the delivery of an effective and efficient administrative and clerical service.
• Empathetic approach to resolving enquiries.
• Able to recognise issues and refer where appropriate.
• Excellent communication skills.
• Ability to be flexible and work in other areas throughout the Trust, in Health Centres and North of Tees as and when required by operational service needs.
• Be able to work to a rostered shift pattern covering 365 days a year, 24 hours a day.
• Ability to work on own initiative and be a good team player.
• Demonstrate attention to detail.
Reliably check and record data and identify anomalies.
• Able to self‑check completed work.
• Good keyboard and IT skills.
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Dispositional Requirements (Essential)

• Must be able to demonstrate behaviours consistent with the Trust's values.
• Flexible, calm, able to cope with different work environments.
• Ability to work under pressure and meet tight deadlines whilst delivering high quality work.
• Demonstrate a responsible, dependable, enthusiastic and honest character along with a caring and sensitive nature.
• Show a keenness to learn and to apply appropriate working practices.
• Be responsible for own personal development and utilise any suitable training and development opportunities vòng.

Other Essential Qualifications

• Car owner / driver, ability to travel between bases and other geographic areas.
• Valid driving licence and access to a vehicle for business use.

Disclosure and Barring Service Check

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

Certificate of Sponsorship

Applications from job seekers who require current Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website: https://www.gov.uk/government/organisations/uk-visas-and-immigration.

From 6 April 2017, skilled worker applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here: Criminal records checks for overseas applicants – https://www.gov.uk/check-records-clearance-for-foreigners.

Employer Details

North Tees & Hartlepool NHS Foundation Trust

University Hospital of Hartlepool, Holdforth Road, Hartlepool, TS24 9AH

Employer website: https://www.nth.nhs.uk/