Clerical Officer

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

Job summary

A healthcare provider in the Tees Valley seeks a highly versatile Clerical Officer to support Main Reception and Health Records departments. The role involves preparation and scanning of patient casenotes, retrieval of health records, and administrative duties including data entry. Ideal candidates must possess excellent communication skills and show enthusiasm, initiative, and teamwork. Candidates should hold GCSEs in maths and English and have NVQ2 in Business Administration. The post also demands physical fitness due to the demands of handling casenotes.

Benefits

Health and well-being initiatives

Staff benefits

Personal and professional development opportunities

Qualifications

• Proven ability in administration/clerical areas.
• Computer literate with experience of using MS Office.
• Understanding of data protection principles.

Responsibilities

• Liaise with users for casenote management.
• Retrieve patient records timely and accurately.
• Ensure all relevant patient information is updated.

Skills

Excellent communication skills

Enthusiasm

Initiative

Team player

Excellent keyboard skills

Education

GCSE grade C or above in maths and English

NVQ2 level 2 Business Administration

Tools

MS Word

Excel

Outlook

Job description

***Advert will close once sufficient number of applications has been reached***

A highly versatile Clerical Officer is required to work at North Tees Hospital covering Main Reception

1 x 12 hours Mon Tues Wed 2pm - 6pm

1 x 18 hours Wed, Thurs, Fri 8am - 2pm

1 x 8 hours Thurs, Fri 2pm - 6pm

The majority of the role will involve the Preparation and scanning of patient casenotes. Retrieval of health records from the Health records library and various locations across the Trust and ensuring that these are Tracked and delivered in a timely and secure manner. This post will also provide administrative support within the Health Records dept such as filing, queries desk, and data entry using computer based systems.

The required candidate must have excellent communication skills, be enthusiastic, show initiative and be able to work independently but at the same time be a good team player.

Main duties of the job

The main responsibility of the role will be to cover Main Reception duties. The role will also involve the retrieval of health records from the Health records library and various locations across the Trust and ensuring that these are Tracked and delivered in a timely and secure manner. This post will also provide administrative support within the Health Records dept such as filing, queries desk, and data entry using computer based systems.

The required candidate must have excellent communication skills, be enthusiastic, show initiative and be able to work independently but at the same time be a good team player.

This post demands a high level of physical fitness - the successful candidate must be able to cope with the physically demanding aspects of retrieving large numbers of health records and transporting them around the Trust using trolleys.

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 will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.

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

Job responsibilities

• To liaise with internal and external users for the receipt, triage and management of routine and urgent casenote requests either by telephone, email, memo or other electronic means
• Locate and retrieve patient casenotes from the Health Records library on request and despatch to relevant person/area within the stipulated time period
• Conduct a thorough search to locate any case notes not in the main library or at their tracked location to ensure availability within required time period
• To be responsible for moving heavy loads i.e. boxes of casenotes whilst working within a restricted environment and adhering to Health & Safety procedures
• To be responsible for the preparation of casenotes for all out-patient clinics, internal and out-reach sessions, ensuring an accurate, timely quality service to all users
• To be responsible for the accurate and timely tracking of all casenotes into and out of the department via the Patient Administration System (PAS) tracking system
• The registration of new patients on the PAS system as required
• The printing of Choose and Book GP referrals as required
• Ensuring that all relevant patient information is updated and accurate on the patients registration on the PAS including patient demographic information and patient alerts

Person Specification

Qualification

• GCSE grade c or above in maths and english (or equivalent qualifications)
• NVQ2 level 2 Business Administration

Experience

• Proven ability in administration/clerical areas.
• Computer literate with experience of using MS Word, Excel and Outlook.
• Understanding of Caldicott Principles, Data Protection Act and Freedom of Information Act.

Skills

• Excellent keyboard skills with experience of data input and validation.

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.