Clerical Officer

Cardiff and Vale University Health Board; Warrington; On-site; GBP 19,000 - 23,000; Full time

Job summary

North Cheshire and Mersey NHS Foundation Trust is seeking a proactive administrative assistant to join the community clinics team in Warrington. You will be the first point of contact for patients and visitors, handling telephone and face-to-face enquiries with professionalism.

The role involves receptionist duties, booking management, mail handling, and providing relief cover at other locations as requested. A flexible, team-oriented approach and IT literacy are essential.

Qualifications

• GCSEs at grade C or above to include Maths and English or equivalent
• RSA Level II in typing or equivalent qualification/experience
• ECDL or equivalent IT knowledge
• NVQ 2 in Business Administration or Customer Care; ability to travel independently
• Flexibility to work with service needs
• Ability to communicate effectively, both verbally and in writing

Responsibilities

• Provide administrative and clerical support to community clinics and health professionals
• Be first point of contact for enquiries via telephone and in person; redirect calls where needed
• Maintain patient booking system and input referrals; manage appointments
• Maintain reception area and information displays; distribute surveys
• Handle mail and deliveries; manage stock of stationery
• Support vaccine deliveries and follow immunisation policies
• Maintain records management, filing and archiving
• Attend service meetings and liaise with internal/partner services as directed
• Assist in collation of records packs as directed
• Ensure efficient use of conference/clinic rooms and update calendars

Skills

Microsoft Word

Typing / data entry

Organisation

Teamwork

Communication

Customer care

Education

GCSEs Maths & English

RSA Typing Level II

ECDL / IT knowledge

NVQ 2 in Business Administration or Customer Care

Tools

Purchase Ordering system

Filing systems

Job description

You will be a front facing member of our community admin team and as such will be the initial point of contact for patients and visitors at Orford Jubilee Hub. You may be asked to cover at other community clinic sites across our Warrington area in your colleagues absence. This a very busy base both with telephone calls and with face-to-face patient enquiries and is one of the two main sites for community phlebotomy clinic sessions. This is a full-time role Monday Friday 8.30-4.30, To provide administrative and clerical support to the community clinics and associated health professionals, especially the 019 Service. To provide a customer focused service to the users of the clinics. To provide relief cover at other locations as requested. To undertake fire warden duties as required.,

• To provide administrative and clerical support to the community clinics and associated health professionals;
• To provide a customer focused service to the users of the clinics;
• To provide relief cover at other locations as requested., To act as first point of contact for all client enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal services and partner agencies when necessary as directed.
• To carry out general reception duties where required maintaining a neat and tidy reception environment;
• The maintenance of the patient booking system in the reception function to include the preparation and arrangement of appointments including inputting of referrals ensuring all clerical work resulting is dealt with in a timely manner;
• To display and ensure availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
• To deal with all internal/external mail and redistribution to relevant department;
• To sell items as required. (i.e. dressings, theraband, vitamins, prescriptions, etc);
• To accept deliveries and ensure these are dealt with promptly;
• To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;
• To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
• To provide relief cover at other locations as required by Management to include the assistance with the School Health Immunisation Programme;
• To copy type/audio type medical reports and general correspondence as required;
• To report any faults, defects or building defects to the CAFM Helpdesk;
• To maintain appropriate levels of stationery stock; to place requisitions onto the Purchase Ordering system;
• To book clinic and meeting rooms within the premises and keep room availability updated as appropriate;
• To update and maintain clinical diaries as requested;
• To undertake delegated duties commensurate with the banding;
• Where required with the Service to assist in the collation of records packs as directed;
• To attend local service meetings as and when directed by Line Manager, If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship. Experience of Microsoft Word and other Microsoft packages.
• Motivated and able to work as part of a team.
• Ability to work on own initiative.
• Good organiser of self and workload.
• Keyboard skills., 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalent qualification/ or a standard level of education
• RSA Level II in typing / equivalent qualification/experience
• ECDL or equivalent./IT knowledge, Audio typing qualification.
• NVQ 2 in Business Administration or Customer Care, The ability to travel independently across the Trust
• The ability to work flexibly in accordance with service needs
• Ability to communicate effectively, both verbally and written, with people at all levels.
• Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made. Flexible working will be considered for all roles.

North Cheshire and Mersey NHS Foundation Trust (NCM) serves more than one million residents across the Halton and Warrington boroughs and the wider North West region. Bringing together community and out-of-hospital services (formerly provided by Bridgewater Community Healthcare) with inpatient and elective care (formerly Warrington and Halton Teaching Hospitals) we provide services at two hospital sites and more than 70 community hubs and facilities. Our mission We will be exceptional for our patients, our communities and each other Our vision We will be a great organisation providing excellent healthcare and opportunities to work and learn Our values

• Kind: We are caring, supportive and respectful to everyone
• Open: We are honest, transparent and open to new ways of working
• Fair: We listen, value our differences and are inclusive to all
• One team: We work well together and with our communities Do you currently have the unrestricted right to work in the UK?
• If appointed, will you require sponsorship under a UK work visa route (now or in the future)?
• Please note that sponsorship is not available for all roles. Sponsorship will only be considered where the post meets the relevant UK immigration requirements and where the organisation determines that sponsorship is appropriate for the role.