Clerical Officer - Outpatients (XN02)

NHS; Leeds; On-site; GBP 25,000; Part time

Job summary

The NHS is seeking a patient-focused Shared Community administrator to support the Germ Cell service in Leeds. This part-time role involves recruiting patients, managing their appointments, and ensuring accurate data recording. Ideal candidates will be enthusiastic, self-motivated and possess strong administrative skills with proficiency in Microsoft packages. Flexible working patterns are available and the position is critical in enhancing patient care delivery.

Benefits

Flexible working hours

NHS Pension contributions

Qualifications

• Good standard of basic education required.
• Experience working in a health or social care setting is ideal.
• Able to fulfill Occupational Health requirements.

Responsibilities

• Recruit patients and manage appointments efficiently.
• Accurately record patient results and maintain the database.
• Coordinate daily activities to ensure operational effectiveness.

Skills

Intermediate level use of Microsoft Desktop Packages

Clerical/administrative experience

Education

GCSE in English and Maths or equivalent

Tools

Computerised Record Databases

Job description

Job summary

Shared Community administrator

30 hours per week Hours of work are flexible but Monday and Friday are fixed to provide cover.

Are you enthusiastic, positive, a team player, adaptable and patient focused administrator with good knowledge of all Microsoft packages? If so, we would like to hear from you!

We are seeking an experienced, confident, and self-motivated person who works to a high professional standard and is used to working on their own initiative. The ability to work accurately to deadlines and demonstrate effective time management is an essential part of this role.

This role will support the Germ cell service recruiting patients to shared community follow up.

This role is very patient focused, and you will be expected to meet patients in the clinic and recruit to the remote service, contact external teams and chase patient reports, accurately manage a database, and highlight any results to the medical team. You will be coordinating patient appointments alongside their follow up schedule to ensure all tests are completed.

If you feel this could be the role for you, please contact for further information.

Interview date will be Thursday 3rd July

Expected Shortlisting Date

26/06/2025

Planned Interview Date

03/07/2025

Main duties of the job

Are you a competent administrator ready for a new challenge? Do you want to work in a role that can make a real difference to patients?

This role will involve supporting the Germ Cell service, recruiting patients means the patients do not need to attend clinic regularly and can complete tests closer to home. You will collate results and send correspondence. You will meet the patients in clinic to outline the process and gather some further information. You will need to be proficient on the telephone as you will need to contact other departments regularly. By using different systems you will collate patient results and record them accurately to the data base for the clinicians to review and monitor.

All patients are on their own follow up schedule that will need up loading to the data base and then to allocate the patients their appropriate appointments, making sure certain tests and scans have been requested as well as taking general enquiries from the patients.

About us

Joining a well-established team within Oncology CSU. Covering Leeds and the surrounding area, including paediatrics. Flexible working full induction and development. With on-the-job training, along with NHS Pension contributions

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.

Details Date posted

02 June 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

C9298-ONC-0526

Job locations

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Job description Job responsibilities

. JOB PURPOSE/SUMMARY

To recruit and track patients on Shared Community follow up within the Germ Cell clinic. Contacting service users and external sites to obtain results and recording on a central data base.

Issuing usernames and passwords to patients to access the Prompt questionnaire actively check and respond to incoming email.

The Shared Community Data Clerk will be the point of contact and responsible for managing day to day activities and ensuring the data entered is accurate and escalating to senior team negative results.

Attend clinic and recruit patients to the Shared Community follow up. Actively follow up with appointments and maintaining the data base.

Ensuring all documentation is sent out as per treatment schedules and all data is collated in a timely manner.

. ORGANISATIONAL CHART

Business Manager

Patient Services Co-ordinator

Assistant Patient Services Co-ordinator

Shared Community Data Clerk THIS POST

. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Coordinate own work on a day to day basis to ensure that agreed processes are adhered to, are operating effectively and that agreed deadlines are met with specific responsibility for the following daily tasks:

Collating schedules Creating the monthly data base Updating demographics.

Recruit patients and ensure all appointments are arranged in a timely manner.

Record information on the relevant trust administration system including PAS in an accurate and timely manner in accordance with local trust policies Ensure all patient correspondence including test results are dealt with promptly.

Retrieve relevant patient information from the appropriate administration system, ensure patients have appointments booked with the appropriate clinician in priority order.

Perform all duties in line with any current operational policies and procedures.

The post holder will be expected to add, discharge and transfer patients on the on the Shared community Follow up as directed by the clinical team.

. THE LEEDS WAY VALUES

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

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

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

- Striving towards quality data and improving the care pathway through improved Administration processes.

- Commitment to delivering quality services

- Importance of maintaining confidentiality

- Honesty and integrity

Job description Job responsibilities

. JOB PURPOSE/SUMMARY

To recruit and track patients on Shared Community follow up within the Germ Cell clinic. Contacting service users and external sites to obtain results and recording on a central data base.

Issuing usernames and passwords to patients to access the Prompt questionnaire actively check and respond to incoming email.

The Shared Community Data Clerk will be the point of contact and responsible for managing day to day activities and ensuring the data entered is accurate and escalating to senior team negative results.

Attend clinic and recruit patients to the Shared Community follow up. Actively follow up with appointments and maintaining the data base.

Ensuring all documentation is sent out as per treatment schedules and all data is collated in a timely manner.

. ORGANISATIONAL CHART

Business Manager

Patient Services Co-ordinator

Assistant Patient Services Co-ordinator

Shared Community Data Clerk THIS POST

. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Coordinate own work on a day to day basis to ensure that agreed processes are adhered to, are operating effectively and that agreed deadlines are met with specific responsibility for the following daily tasks:

Collating schedules Creating the monthly data base Updating demographics.

Recruit patients and ensure all appointments are arranged in a timely manner.

Record information on the relevant trust administration system including PAS in an accurate and timely manner in accordance with local trust policies Ensure all patient correspondence including test results are dealt with promptly.

Retrieve relevant patient information from the appropriate administration system, ensure patients have appointments booked with the appropriate clinician in priority order.

Perform all duties in line with any current operational policies and procedures.

The post holder will be expected to add, discharge and transfer patients on the on the Shared community Follow up as directed by the clinical team.

. THE LEEDS WAY VALUES

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

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

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

- Striving towards quality data and improving the care pathway through improved Administration processes.

- Commitment to delivering quality services

- Importance of maintaining confidentiality

- Honesty and integrity

Person Specification Qualifications Essential

• A good standard of basic education.
• GCSE in English and Maths or equivalent

Desirable

• European Computer Driving Licence.
• Work experience in a health or social care setting.

Additional Requirements Essential

• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Experience Essential

• Intermediate level use of Microsoft Desktop Packages
• Previous clerical/administrative experience.
• Use of computerised Record Databases.

Desirable

• Work in a Patient Administration environment.

Person Specification Qualifications Essential

• A good standard of basic education.
• GCSE in English and Maths or equivalent

Desirable

• European Computer Driving Licence.
• Work experience in a health or social care setting.

Additional Requirements Essential

• Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary).

Experience Essential

• Intermediate level use of Microsoft Desktop Packages
• Previous clerical/administrative experience.
• Use of computerised Record Databases.

Desirable

• Work in a Patient Administration environment.

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.

Employer details Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)

Employer details Employer name

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)